The differences fall into four kinds, and each needs a different response
Supplier statements arrive once a month. A person reconciles them with two windows open and a highlighter. The work is routine. The result is usually a figure rather than an explanation.
One category does not cover the situation. If an invoice is on their statement but not in your ledger, it is a missing document. If an invoice is in your ledger but not on their statement, they have usually not processed a credit note. If the invoices match but the amounts differ, it is a dispute. A timing difference means neither party is at fault.
Only that grouping makes the reconciliation actionable, because each group goes to a different destination: the supplier, your own accounts payable, or nobody.
Statement formats never match your ledger export. That mismatch is why the work has stayed manual.
How the ActionFlow runs on the canvas
The two sides are read separately. A Document Upload node captures the supplier statement. A PDF4me node extracts it. A Generate Object node returns it as a structured list of lines.
A PostgreSQL or Google Sheets node reads your ledger for that supplier and period, already in the right format.
A Date node aligns the periods first. If a statement is cut on a day other than the end of your period, the resulting differences are not actually differences.
If an invoice number is available, a Filter node matches on it. If the invoice number is missing or in a different format, it matches on amount and date as a second pass.
A Math node computes the difference for matched pairs, with a rounding tolerance.
A Generate Object node splits unmatched or differing lines into four categories and returns them as separate arrays. That split is the result.
A Create Excel node produces the file. A Slack node sends the summary counts. An Email or Resend node prepares a supplier query that includes only the lines that are theirs to answer. The query is held for approval before it is sent.
Nodes this ActionFlow uses
- Document Upload (Data) plus PDF4me (Data): take the statement and extract it.
- Generate Object (AI Core): returns the statement as a structured list of lines.
- PostgreSQL (Data): reads your ledger for that supplier and period.
- Date (Util): aligns the periods before anything is compared.
- Filter (Data): matches on invoice number, then on amount and date as a second pass.
- Math (Util): computes differences with a rounding tolerance.
- Create Excel (Data): produces the reconciliation as a shareable file.
- Email (Human in the Loop): prepares the supplier query and holds it for approval before sending.
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