Vendor reconciliation: every supplier statement matched to your payables

Vendor reconciliation and accounts payable reconciliation in one monthly routine. Sai collects each supplier’s statement from email or their portal, matches every line to the invoices, credits and payments in your accounting system, and lists what doesn’t agree: invoices you never received, payments the vendor hasn’t applied, and amounts that differ. It drafts a short query to each vendor with differences, and nothing is sent or changed without you.

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The routine

# Routine: Monthly vendor reconciliation

Schedule: Monthly, on the 1st at 10:00 AM
Runs on: Berry's computer
Ask me before acting: yes
Stop a run after: 1 hour

## Each run
1. Open the Vendors sheet (vendor, where the statement comes from, AP contact, vendor contact).
2. For each vendor, get the latest statement from the AP inbox or the vendor's portal.
3. Pull the vendor's open items and last 90 days of activity from the accounting system.
4. Match each statement line to invoices, credit notes and payments by number, date and amount.
5. List differences: invoices on the statement but not in AP, payments we made that the vendor hasn't applied, credits missing, and amounts that differ.
6. Compare the statement balance with the AP balance and record the reconciled difference.
7. Draft a short query to each vendor with open items, listing exactly what needs confirming.

## Rules
- Ask me before sending any message.
- Never enter, change or pay invoices to make a statement agree.
- If a statement is missing or unreadable, mark the vendor Missing statement.

## Send me
Vendors reconciled, open items by vendor with amounts, missing statements, and drafted queries waiting for approval.

What is vendor reconciliation?

Vendor reconciliation, also called vendor statement reconciliation or accounts payable reconciliation, is the process of comparing a supplier’s statement of account with the vendor balance in your accounts payable ledger and explaining every difference. Typical differences are invoices that never reached AP, payments the vendor hasn’t applied, missing credit notes and pricing disputes. Regular reconciliation prevents duplicate payments, late fees and surprise balances at year-end.

Each vendor is reconciled the same way every month, which makes it a good routine.

How this routine reconciles vendor statements

Each month Sai works through your vendor list:

1. Collect statements. Sai gets each vendor’s latest statement from the AP inbox or the vendor’s portal.
2. Pull your side. Open items and recent activity for that vendor come from your accounting system.
3. Match line by line. Invoices, credits and payments are matched by number, date and amount.
4. List differences. Missing invoices, unapplied payments, missing credits and amount differences are listed with the reconciled balance.
5. Draft queries. Each vendor with open items gets a short, specific query, sent only after you approve.

What you get each month

Missing invoices found here can be entered with invoice data extraction before they turn into late fees.

• A reconciliation for every vendor on your list
• Invoices you haven’t received, with amounts
• Payments the vendor hasn’t applied
• Statement and AP balances side by side
• Drafted queries to vendors, ready to approve

Ways to reconcile vendor statements, compared

Teams usually do one of these.

Large AP teams with thousands of vendors usually need dedicated AP software. For a team that reconciles its top suppliers, a routine covers them every month. Customer balances are the other side of the ledger, handled by accounts receivable automation, and the payables control account is tied out in balance sheet reconciliation.

How often should you reconcile vendors?

Monthly for your main suppliers, after statements arrive, usually in the first ten days of the month. Smaller vendors can be reconciled quarterly. Run an extra reconciliation before year-end and before switching a vendor’s payment terms.

Set up the routine in Sai

1. Copy the routine above and paste it into Sai, or click Start with Sai.
2. Set the schedule to Monthly at 10:00 AM, once most statements have arrived.
3. Keep Ask me before acting on, so queries to vendors wait for approval.
4. Create the Vendors sheet with where each statement comes from, and give Sai access to the AP inbox, vendor portals and the accounting system.
5. Start with your top ten vendors and add more once the results look right.

For bills in an ERP, see NetSuite automation and QuickBooks automation. The AI bookkeeping guide covers the rest of AP.

Why use a computer use agent for vendor reconciliation?

Vendor statements arrive as PDFs, spreadsheets and portal pages, each in a different layout, and most small AP teams have no tool that collects them. A computer use agent signs in to each portal, reads each statement and matches it against your ledger the way an AP clerk does.

Sai ranks at the top of OSWorld, the open benchmark for computer use. Here that means every listed vendor reconciled each month, with missing statements flagged instead of skipped.

Skills this routine uses

• Invoice data extraction: Read invoices from email and vendor portals and log vendor, amount, due date and line items in a sheet, with totals checked.
• NetSuite automation: Enter vendor bills in NetSuite from the PO and receipt, attach the PDF and leave each one Pending Approval, with mismatches left for you.
• QuickBooks automation: Enter bills, attach receipts and code bank transactions in QuickBooks Online by your rules, with big bills and unknowns left for you.

Related guides

• AI bookkeeping: Bills, receipts and close
• Routines in Sai: How schedules, approvals and run limits work
• AI e-commerce operations: Supplier invoices and payouts