Reconciliation & Exception Automation
Structured ingestion, rules-based matching and an exception queue with owners - a person decides everything that matters.
Why it matters
The business challenge
Reconciliation absorbs some of the most experienced hours in a finance team: downloading, matching, re-checking and chasing counterparties, every single month. Bank against books, vendor statements against the ledger, GST data against the purchase register, purchase orders against invoices and goods receipts. Peak periods create backlogs and overtime, and the evidence behind each close is assembled by hand - differently each time.
You might recognise this
- Statements and registers are matched line by line in spreadsheets.
- Amendments, credit notes and adjustments are handled from memory.
- Counterparty discrepancy follow-up happens ad hoc, if at all.
- Exceptions have no owner and no ageing - they surface at the deadline.
- Evidence exists, but assembling it for a review takes days.
- Peak months are cleared with overtime instead of capacity.
The solution
How PASDACS helps
PASDACS structures the intake of statements, registers and portal data, applies documented matching rules - adjustments, credit notes and edge cases included - and routes what does not match into an exception queue with an owner, ageing and escalation. Matched lines close themselves and post to the evidence pack; a maker-checker gate sits before every filing or payment decision. One boundary holds throughout: no automation bypasses portal login, OTP or CAPTCHA controls, and a person approves every position that matters.
Services included
- Structured data intake - bank, vendor, customer, GST, purchase-order sources
- Rules-based matching with documented rule coverage
- Exception queue with owner, ageing and escalation
- Counterparty discrepancy follow-up workflow
- Maker-checker sign-off before filings and payments
- Evidence pack, archived automatically
- Exception ageing dashboard
- Managed support for the live reconciliation engine
How we deliver
Delivery approach
Scope & baseline
Week one: reconciliation hours per cycle, exception volumes and turnaround measured on real cycles. Milestone: a baseline signed before anything is promised.
Rules & control design
Matching rules, exception categories and the control boundary documented and agreed with your reviewers. Milestone: a rulebook a person can read and defend.
Build & test
Standard cases, exceptions, security and the audit trail tested end to end. Milestone: user acceptance by your own team, on your own data.
Parallel run
One full cycle beside the existing process. Milestone: the automated output reconciled line-for-line to the manual result before anyone relies on it.
Measure & sign off
Effort, exception ageing and turnaround compared with the baseline. Benefit: experienced hours returned to review and analysis, evidenced in your numbers.
Extend coverage
Coverage grows source by source with maker-checker gates unchanged, and managed support keeps the engine monitored month after month.
Measurement
What we measure
The numbers a pilot on this workflow is judged against - baselined before we start and tracked against your own data, so success is a measurement, not a claim.
- Reconciliation hours per cycle
- Straight-through match rate
- Exception ageing
- Evidence completeness
Tooling
Technology ecosystem
- Reconciliation and matching engines
- Workflow automation with maker-checker gates
- ERP, accounting and banking data sources
- Government and banking portals - under your logins and approvals
Outcomes
What you can expect
- Matched lines that close themselves and post to the evidence pack
- Every exception owned, aged and escalated - nothing surfaces at the deadline
- A person approving every position that matters, with the evidence attached
- Counterparty follow-up that runs on schedule
- Reconciliation effort measured against a baseline, not estimated
Related
Explore further
Related capabilities
Automation
Requests, reminders, reconciliations, approvals and system hand-offs run themselves - your people handle the exceptions.
Explore capabilityProcess
Map how the work actually runs, remove the waste, then standardise it into SOPs, checklists and review controls people actually follow.
Explore capabilityData & Analytics
Pipelines that consolidate and validate the numbers, feeding management, operational and customer dashboards.
Explore capabilityInsights
Automating GST reconciliation without losing control
Reconciliation absorbs experienced hours every single month, but a CA firm cannot hand tax positions to a machine. The answer is a control boundary, drawn before the first rule is written.
Read insightRecognise this in your organisation?
Talk to us about where you are today - a pilot on this workflow has a defined scope, a measured baseline and success criteria you agree to before we start.