Accounts payable reconciliation services
Accounts payable reconciliation
AP subledger to GL. Vendor statements to your records. Accruals to invoices. We reconcile the full AP cycle daily — so month-end close is confirmation, not investigation.
The subledger and the GL should agree — they rarely do
In theory, the AP subledger is a subset of the general ledger. Every invoice posted in AP should appear in the GL. Every payment should reduce both. In practice, manual journal entries, timing differences, system rounding, and posting errors create drift between the two — drift that compounds daily if left unreconciled.
Add vendor statements into the picture and the complexity multiplies. Vendors track what they have billed and what they have received. Your AP tracks what you have recorded and what you have paid. The two views rarely match perfectly — missed invoices, unapplied credits, and disputed items create a reconciliation backlog that grows with vendor count.
Our agents reconcile the full AP cycle: subledger to GL, records to vendor statements, accruals to invoices. They investigate every variance, classify each break, and deliver a clean reconciliation with full audit trail — daily, not just at month-end.
What we reconcile
Four reconciliation workflows that together ensure your AP is clean, complete, and ready for close.
AP subledger to general ledger
The AP subledger and GL should always agree. In practice, timing differences, manual journal entries, and posting errors create drift. We reconcile the two daily and trace every variance to its source.
Vendor statement reconciliation
Vendors send statements showing what they think you owe. We match every line against your AP records — catching missed invoices, unapplied credits, and disputed items before they age.
Accrual reconciliation
Goods received but not yet invoiced create accruals. We reconcile the GRN log against incoming invoices, reversing accruals when bills arrive and flagging stale accruals that need investigation.
Unreconciled AP at month-end
Open items that cannot be matched — partial payments, disputed invoices, credit balances, and aged debit items. We classify each one, propose resolution, and deliver a clean aging report.
Common AP breaks and how we resolve them
Each break type has a standard investigation path. Our agents follow it systematically, documenting every step.
| Break | Common cause | Resolution |
|---|---|---|
| Invoice posted, payment not yet cleared | Timing — check or ACH in transit | Auto-resolve on bank reconciliation match; flag if aged beyond payment terms + 5 days |
| Credit memo issued, not applied to invoice | Manual process gap — credit exists but was never offset | Match credit to original invoice, propose offset entry, log for vendor confirmation |
| Duplicate payment | Same invoice paid twice (different payment runs or manual + automated) | Identify duplicate via amount/date/vendor, flag for recovery or vendor credit request |
| GL account mismatch | Invoice coded to wrong expense account or cost centre | Compare against PO default coding and vendor master; propose reclassification entry |
| Accrual not reversed | Invoice received and posted, but month-end accrual still open | Match accrual to posted invoice, propose reversal, flag if amounts differ |
| Vendor statement shows balance, AP shows zero | Missed invoice — never received or lost in approval workflow | Request copy from vendor, verify against PO/receipt, fast-track through approval |
Month-end close calendar
A typical AP close cycle with Aetherix. Because reconciliation runs daily, month-end is confirmation — not a scramble.
Cut-off: final invoices received, GRN log frozen
Owner: AP team
AP subledger to GL reconciliation — variances identified and classified
Owner: Aetherix agents
Vendor statement matching — discrepancies flagged, credits traced
Owner: Aetherix agents
Accrual reconciliation — stale accruals investigated, reversals proposed
Owner: Aetherix agents
Exception resolution — escalated items reviewed, adjustments posted
Owner: AP manager (human)
Final reconciliation report delivered — clean close confirmed
Owner: Aetherix agents
Systems we connect to
We pull AP data directly from your ERP — subledger balances, vendor transactions, payment records, and accrual schedules.
| System | Integration capability |
|---|---|
| NetSuite | AP subledger extraction, vendor bill status, GL impact comparison |
| Sage Intacct | Multi-entity AP consolidation, dimension-level reconciliation |
| QuickBooks Enterprise | Vendor balance reports, unpaid bills aging, class tracking |
| Microsoft Dynamics 365 | Vendor transactions, settlement matching, budget vs. actual |
| Bill.com | Payment status sync, approval audit trail, vendor credit tracking |
| Acumatica | AP aging by subaccount, inter-branch payables, retention tracking |
Related services
Invoice reconciliation
Three-way match, price variances, quantity mismatches, credit memos, and GL coding errors — resolved before payment runs.
Learn moreFamily office reconciliation
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Learn moreFrequently asked questions
What is accounts payable reconciliation?
Accounts payable reconciliation is the process of verifying that your AP subledger balance matches the general ledger, that vendor statements agree with your records, and that all accruals, credits, and open items are properly accounted for at period-end. It ensures nothing is missing, duplicated, or miscoded before the books close.
How often should AP be reconciled?
Best practice is daily AP-to-GL reconciliation with weekly vendor statement matching. This prevents issues from compounding and makes month-end close significantly faster. We deliver daily exception reports so nothing accumulates.
How is this different from invoice reconciliation?
Invoice reconciliation validates individual invoices against POs and receipts before payment. AP reconciliation operates at the ledger level — ensuring the totality of AP activity (invoices, payments, credits, accruals) ties back to the GL and to vendor records. One is per-transaction; the other is per-period.
What happens with disputed invoices?
Disputed items are classified separately in the reconciliation. The agent tracks the dispute status, aging, and resolution path. Disputed amounts are excluded from the 'clean' balance but reported in a separate schedule with expected resolution dates.
Can you handle multi-entity AP?
Yes. For organizations with multiple legal entities, we reconcile each entity's AP subledger independently, then consolidate for group reporting. Intercompany payables are reconciled against the corresponding receivable in the counterparty entity.
What does the engagement look like?
We start with a scoping call to understand your chart of accounts, entity structure, vendor volume, and close calendar. Then we configure reconciliation rules, tolerance thresholds, and reporting cadence. You receive daily AP-to-GL reconciliation and a clean close package at month-end.
Close AP in days, not weeks
Tell us your entity count, vendor volume, and close calendar. We will scope the reconciliation and show you what daily AP-to-GL looks like.