Automated data reconciliation: make the numbers agree
Your CRM says one thing, your accounting system another, and the stock count a third. Someone has to work out why, usually by exporting everything into a spreadsheet and comparing it line by line.
Automated reconciliation does the predictable matching for you and shows only the differences that need a person.
Signs this is costing you time
- Closing the week or month depends on one person matching figures by hand.
- Sales, stock and accounting totals rarely agree the first time.
- Payments are matched to invoices manually.
- Mistakes are found by customers or auditors rather than by your own checks.
Why the numbers drift apart
Figures drift apart when the same transaction is recorded in several places, at different times, by different people. Correcting the records afterwards treats the symptom. Connecting the systems and automating the comparison treats the cause.
How we usually fix it
We start with the cheapest change that works, and only build more when it earns its place.
Step 1: Find where the numbers split
We follow one transaction through your systems to see where it is re-keyed, delayed or recorded differently.
Step 2: Remove the double entry
Where the same data is typed twice, connecting the systems often removes most mismatches at the source.
Step 3: Automate the matching
Rules handle the predictable cases, such as matching payments to invoices or orders to stock movements.
Step 4: Show the exceptions
Anything that does not match is listed with the reason, so your team reviews a short list instead of every line.
Typical reconciliations
- Payments received matched against open invoices
- Orders in the sales system checked against stock movements
- Revenue in the CRM compared with what accounting has invoiced
- Supplier statements checked against the bills you have recorded
We work with widely used applications such as Microsoft 365 and the Power Platform, Microsoft Dynamics, Salesforce, HubSpot and Xero, as well as other CRM, ERP, accounting and HR systems. These are examples, not a fixed list.
Common questions
Will automation replace our finance team's judgement?
No. It handles the repetitive matching so your team can focus on the exceptions that need judgement.
Our figures don't match because of how we work, not the software. Can you help?
Yes. Often the fix is a process change, such as agreeing which system is the source of truth. We start there, because it costs the least.
Do we need new accounting software?
Usually not. We work with the systems you already use wherever we can.
See all questions about automation, integration, cost and security
Bring this workflow to a free 30-minute review
We will pinpoint where the time is lost, outline the smallest fix that works, and agree what success looks like before any build. Vendor-neutral, with no obligation and no sales deck.