Get the seven exceptions instead of the four hundred matches

What does the companion check?

Cross-source agreement, mechanically. Invoices marked paid in Xero against deposits actually visible in the bank feed. Processor payout reports (gross, fees, net, per batch) against the bank credits they should equal and the revenue entries they should explain. Refunds issued in the processor against credit notes in the books. Duplicates: same counterparty, same amount, suspiciously adjacent dates.

The output is a worklist: seven exceptions, payout #88 is $84.30 short of its report and the fee line is the likely cause, invoice 1042 shows paid with no matching deposit within five days, two candidate duplicates. Every line links to its sources on both sides. The reading surface is on the Xero integration page.

Month-end for a small agency

An eleven-person agency: invoices in Xero, card payments through a processor, two bank accounts. The month-end routine reads roughly four hundred transactions across sources and runs the check set.

This month, 389 items agree and seven do not: three processor payouts whose fee lines were booked at last quarter’s rate, one client who paid an invoice twice, one bank credit matching no invoice, two subscriptions charged after cancellation. The bookkeeper starts at the exceptions list with links instead of at three exports, and month-end drops from an evening to under an hour. Related: auditing your SaaS subscriptions, PO and invoice matching, and expense report collection.

What stays with a human?

The correcting entries. A flagged mismatch has several possible truths (timing, error, fraud) and choosing one is accounting judgment with legal weight. The companion proposes, links the evidence on both sides, and stops. Nothing here is accounting advice, and an exceptions list is an input to your controls.

Bring the books current before the first run, so the list is short enough to work through in an hour. After that, a monthly pass keeps it that way.

Frequently asked questions