Reconciling the week's deposits against the invoice list
An agent compares the bank's deposit export with the open invoice list and proposes which payment goes with which invoice. It flags anything that does not match cleanly, such as a partial payment or an unfamiliar amount. The bookkeeper confirms each match.
What it is
The helper compares your bank deposit report with your list of open invoices. It suggests which payment goes with which invoice and flags odd ones.
Who it is for
Bookkeepers and owners who match payments by hand each week can use it.
What you get
You get a list of proposed matches with problem items marked, so you confirm instead of hunting.
A real-life example
A small plumbing supply store gets payments by check, card and bank transfer. Each Friday the bookkeeper matches deposits to open invoices by hand. A helper now reads the bank report and the invoice list. It proposes matches and flags payments that look odd, like a partial payment. She confirms each match and fixes the odd ones.
This is a made-up scenario. It does not describe a real organization.
How it works
- You: Export the weekly deposit report and the open-invoice list.
- The AI: Reads both lists.
- The AI: Matches each deposit to an invoice by amount, name and date.
- The AI: Flags deposits with no clear match, or with the wrong amount.
- You: Confirm each proposed match.
- You: Look into the flagged items and record them in your books.
Time saved
Typical estimate
By hand: about 2 hours each week.
With AI: about 30 minutes, plus your review.
These are rough guesses, not measured results. Your own times will vary.
Sample output
Example Proposed matches
Deposits this week: 14 Clear matches: 11 Needs a look: 3 Needs a look: - $425.00 from J. Alvarez. No invoice for this exact amount. Invoice 1182 is $450.00. - $1,200.00 transfer with no name. Two invoices could fit. - $75.00 deposit on a closed invoice.
Made-up names and numbers, shown only to give you an idea. Always read AI output before you use it.
What it involves
- Tools / helper type
- Bank export + accounting export + spreadsheet-aware agent
- Rough effort
- Medium (Low = an afternoon or less; Medium = a few days with some setup; High = a project)
Who should look it over
Money matches must be confirmed by the bookkeeper. Give the agent read-only exports rather than live access to bank or accounting logins.
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