Automated Bank Reconciliation for a Field-Collections Business

The Challenge

Every day, cash and cheques from field collections landed in the bank, but matching those bank entries against thousands of individual collection records from the sales-force system was a manual, error-prone slog. The finance team spent hours cross-checking dates and amounts by eye, and mismatches or duplicates often slipped through unnoticed until month-end.

What We Built

We built a secure web tool purpose-built for this one job: turning two messy exports into a clean, reconciled picture.

• Upload the bank statement and the collections export directly, no reformatting needed
• Configurable matching rules so the tool adapts to how the business actually books receipts
• Automatic matching of same-date, same-amount receipts in seconds
• A held-for-review queue that surfaces duplicates and date mismatches instead of letting them hide
• Unmatched items are automatically flagged into a suspense list for follow-up
• One-click download of an accounts-import workbook, ready for the books
• One-click exception report and audit report for management and auditors
• Old uploads automatically delete themselves after a set retention period
• Access restricted to approved finance staff only, with nothing exposed beyond that group

The Result

What used to be a manual, multi-hour daily reconciliation is now a structured review: the system does the matching, and the finance team only spends time on the genuine exceptions. Duplicates and mismatches that used to slip through are now caught automatically, and the business has a clean audit trail for every receipt.