Automated Supplier
Statement Reconciliation
From supplier statement to professional response - fully automated.
Seamless integration with Pegasus Opera SQL SE and Opera 3.
Monitor
Auto-detect statements from your inbox
Process
AI extraction & smart reconciliation
Respond
Professional emails, auto-drafted
Protect
Fraud detection & full audit trail
Every finance team
knows this pain
Today's Reality
- Statements arrive by email and sit unread
- Manual line-by-line comparison against your ledger
- Spreadsheets to track differences
- Drafting emails to query missing invoices
- Chasing suppliers who don't respond
- No record of what was communicated
- Bank detail fraud goes undetected
- Overpayments from unreconciled accounts
With Automation
- Statements detected and processed automatically
- AI reads every line, matches to your ledger
- Differences identified in seconds
- Response emails drafted automatically
- Overdue queries escalated with reminders
- Complete audit trail of every communication
- Bank detail changes flagged instantly
- Accounts reconciled before you open the post
End-to-end automation
Your team reviews and approves. The system does the work.
Inbound Automation
Emails monitored continuously. Statements detected by AI. PDFs extracted. Senders validated. Receipt acknowledged within minutes.
Intelligent Processing
Every transaction extracted from the PDF. Reference-matched against Opera. Differences classified by business rules that protect your cash.
Query Management
Open queries tracked with deadlines. Automatic follow-up reminders escalate from friendly to firm. Resolution logged.
Outbound Automation
Professional responses with matched items, queries, recent payments, and schedule. Queued for one-click approval.
Remittance Advice
After payment runs, detailed remittances sent automatically showing exactly which invoices and credits were paid.
Security & Compliance
Bank detail changes trigger alerts. Unknown senders held. Every communication logged. 7-year retention.
10 steps. One needs a human.
Automatic email monitoring
No manual forwarding or downloading. Every statement is detected, validated, and queued.
| Sender | Subject | Attachment | Status | Time |
|---|---|---|---|---|
| accounts@acmesupplies.co.uk | Statement of Account — March 2026 | Acme_Statement_Mar2026.pdf | Verified | 10:24 |
| invoices@newvendor.com | Your account statement | Statement.pdf | New Sender | 09:15 |
| ar@buildright.co.uk | BuildRight Ltd — Monthly Statement | BuildRight_2026-03.pdf | Verified | 08:42 |
Sender Validation
Checked against approved supplier email list. Unknown senders held.
PDF Detection
AI identifies supplier statements from other attachments.
Duplicate Prevention
Processed email IDs tracked. Same statement never processed twice.
AI-powered extraction
Any PDF format, any layout. Every line item captured and verified.
| Date | Ref | Description | Amount |
|---|---|---|---|
| 03/03 | INV-4521 | Office supplies | £1,250.00 |
| 07/03 | CN-892 | Returns credit | -£320.00 |
| 12/03 | INV-4598 | Printer cartridges | £845.50 |
| 15/03 | PMT-1203 | BACS payment | -£5,500.00 |
Showing 4 of 23 extracted lines
Any PDF Format
No setup per supplier. AI reads any layout, any style of statement.
Balance Validation
Opening + debits - credits must equal closing. Mismatches flagged immediately.
Supplier Verification
Extracted name and reference cross-checked against Opera records.
Intelligent reconciliation
Agreed
Same reference, same amount both sides.
Amount Difference
Same reference, amounts don't match.
Unmatched
Items on one side only. Flagged for review.
Smart business rules
Only queries items not in your favour. Protects your cash position.
Query — Not In Your Favour
- Invoice on their statement, not in your system
- Their amount is higher than yours
- Credit note not received
- Unmatched payment
Raised as queries. Supplier asked for documentation.
Stay Quiet — In Your Favour
- Invoice they've forgotten
- Their amount is lower than yours
- Credit note you haven't claimed
- Overpayment in your favour
Not mentioned. Never remind a supplier about money they owe you.
Always Notify
- Payments made
- Upcoming payment schedule
- Large discrepancies
- Unusual patterns
Reduces inbound calls. Suppliers want to know when they're getting paid.
Automated responses
Two templates handle the two outcomes: full agreement or queries to raise.
Agreed Template
Thank you for your statement dated 31 March 2026.
We are pleased to confirm that our records agree with your closing balance of £8,725.50.
Your account is scheduled for the next payment run on 15 April 2026.
Kind regards,
Accounts Payable
Query Template
Thank you for your statement dated 31 March 2026.
Your closing balance: £8,725.50
Our outstanding balance: £9,045.50
We have 2 queries:
• INV-4598: Your amount £845.50, ours £525.50
• CN-892: Credit note not yet received
Recent payments: BACS £5,500.00 (15/03/2026)
Please respond by 22 April 2026.
Fully customisable templates
Edit wording, tone, and structure. Merge fields pull live data automatically.
Thank you for your statement dated {statement_date} for {supplier_name}.
Your closing balance: {their_balance}
Our outstanding balance: {our_balance}
Difference: {difference}
Agreed items: {agreed_count}
Queries ({query_count}):
{query_table}
Recent payments:
{payment_table}
{payment_schedule}
{company_sign_off}
Available Merge Fields
Dashboard & approval queue
| Supplier | Date | Balance | Agreed | Queries | Status |
|---|---|---|---|---|---|
| Acme Supplies | 31/03/2026 | £8,725.50 | 18 | 2 | Pending |
| BuildRight Ltd | 31/03/2026 | £3,200.00 | 12 | 0 | Agreed |
| Office Plus | 28/03/2026 | £1,540.00 | 8 | 1 | Pending |
One-Click Approve
Fully agreed statements approved instantly.
Edit Before Send
Review and modify before approving.
Auto-Approve Option
Reconciled statements can skip the queue.
Automatic follow-up & escalation
Every unmatched item tracked with a deadline. Reminders escalate from friendly to firm.
| Supplier | Reference | Amount | Query Type | Days Open | Reminders | Status |
|---|---|---|---|---|---|---|
| Acme Supplies | INV-4598 | £320.00 | Amount difference | 5 | 0 | Open |
| Acme Supplies | CN-892 | £320.00 | Credit not received | 5 | 0 | Open |
| Metro Parts | INV-7823 | £1,200.00 | Invoice not received | 12 | 1 | Overdue |
| DataCorp | INV-3301 | £450.00 | Request copy | 21 | 2 | Escalated |
Automatic Reminders
Configurable intervals. Sent until resolved or maximum reached.
Escalating Tone
Friendly → firm → urgent. Professional throughout.
Resolution Tracking
Auto-resolve when next statement shows the item addressed.
Fraud prevention & alerts
Supplier bank fraud is one of the fastest-growing threats to UK businesses.
Bank Details Changed — Acme Supplies Ltd
Sort code changed from 20-45-67 to 30-12-89. Account number changed.
Requires phone verification before next payment
Unknown Sender — Metro Parts
Statement from accounts-new@metro-parts.co.uk (not in approved list)
Statement held for review until sender approved
Change Audit Trail
Every sensitive field change logged with full traceability.
Phone Verification
Bank changes require callback to known number.
Approved Senders
Per-supplier whitelist of authorised emails.
No Data Exposure
System emails never request or include bank details.
Aged creditors analysis
Real-time aging from your Opera purchase ledger. Spot growing debt before it's a problem.
| Supplier | Current | 30 Days | 60 Days | 90 Days | 120+ | Total | Trend |
|---|---|---|---|---|---|---|---|
| Acme Supplies | £3,200 | £2,450 | £1,800 | £750 | £525 | £8,725 | Stable |
| BuildRight Ltd | £1,800 | £1,400 | £0 | £0 | £0 | £3,200 | Stable |
| Metro Parts | £600 | £1,200 | £2,400 | £1,800 | £3,200 | £9,200 | Increasing |
| Office Plus | £540 | £1,000 | £0 | £0 | £0 | £1,540 | Stable |
Live Opera Data
Reads directly from your purchase ledger. Always current.
Drill-Down Detail
Click any supplier to see individual invoices per bucket.
Trend Indicators
Spot growing aged debt. Take action early.
Automated remittance advice
The single biggest reducer of inbound "where's my payment?" calls.
| Type | Reference | Date | Amount |
|---|---|---|---|
| Invoice | INV-4401 | 15/02/2026 | £2,400.00 |
| Invoice | INV-4455 | 28/02/2026 | £1,250.00 |
| Invoice | INV-4478 | 07/03/2026 | £1,850.00 |
| Credit Note | CN-881 | 10/03/2026 | -£320.00 |
| Net Payment | £5,180.00 | ||
Auto-Send After Payment
Triggered after each payment run. Zero manual generation.
Contact Routing
Sent to the designated payment contact per supplier.
Fewer Inbound Calls
Suppliers know exactly what was paid and when.
Per-supplier control & audit
Supplier Overrides
Processing Timeline
The numbers
Manual Process (Monthly)
With Automation (Monthly)
Suppliers Informed.
Finance Team Freed.
Everything Audited.
Monitor
Auto-detect statements from your inbox
Process
AI extraction & smart reconciliation
Respond
Professional emails with queries & payments
Protect
Security alerts & complete audit trail
Seamless integration with Pegasus Opera SQL SE and Opera 3