Supplier statement reconciliation for Xero
Connect Xero with a read-only sign-in, then forward a supplier’s statement. Every line comes back matched against your accounts payable ledger, with every difference named in both directions.
An eighty-page statement hiding five missing invoices is half an hour of ticking and tying. Forward it here and it comes back in about a minute, with those five named.
No card required. Setup takes about two minutes, and the first statement you forward comes back in about a minute.
Watch the full setup, end to end
Under two minutes, start to finish: connecting Xero, forwarding a real supplier statement, and reading the reconciliation that comes back.
The two-minute setup
Connect Xero — read-only
Create a free Statement Zen account, open Connections, and sign in to Xero. Approve read-only access for the organisation you want reconciled. It cannot change anything in Xero; it only reads your open accounts payable ledger so there is something to match the statement against.
Create your free account→Copy your forwarding address
Connecting gives your organisation its own unique Statement Zen address on the Connections page. Click Copy address. Invite teammates from the dashboard and they can forward statements to the same address with no separate setup.
Forward the supplier’s statement
Forward it exactly as the supplier sent it — PDF, scan, photo or spreadsheet. Nothing to re-key, no upload screen, no template for your supplier to fill in. If you would rather not connect Xero at all, email an Aged Payables Detail export along with the statement instead.
Read the result, about a minute later
Your Statements dashboard shows every matched line collapsed out of the way, every difference in both directions grouped by type, and the closing balance with the arithmetic behind it. Each exception carries reference, date and amount, and one button copies the full list into your reply to the supplier.
What Statement Zen does for Xero accounts payable
Xero reconciles your bank automatically. It has nothing for supplier statements — so that job is still done by hand, every month, right before the payment run.
Half an hour becomes about a minute
An eighty-page supplier statement hiding five missing invoices is 15 to 45 minutes of ticking and tying, because finding those five means checking all eighty pages against Xero. Forwarded here, it comes back in about a minute with the five named.
Shows the working
Opening balance plus every signed movement must equal the closing balance, to the cent, and the arithmetic is there to read. When it closes you can sign off without re-checking. When it does not, you are told which line broke it.
Names what it could not tie out
A tool that returns something plausible for every statement hands the whole batch back for checking, and the hours you saved go straight back out. Each uncertain line is named individually, so the only work left is the work that genuinely needs a person — and that statement is not charged for.
The exceptions arrive ready to send
Missing invoices, unmatched amounts, credits the supplier has not applied and payments in transit each come back with reference, date and amount. One button copies the complete list — not a preview — into your reply. Finding the problem ends the job rather than starting a second one.
Your suppliers never hear from us
Nothing is sent to your vendors. No supplier portal, no registration email, nobody to onboard but you. They keep emailing statements exactly as they do now — so none of this costs you goodwill with the people you depend on.
Read-only, and optional
The Xero connection cannot create, edit, approve, pay or delete anything. And you can skip it entirely: send an Aged Payables Detail export with the statement and nothing connects to your Xero organisation at all.
Free for 25 statements a month, forever
No card, no expiry, no countdown. The allowance resets monthly, and if 25 covers you it stays free indefinitely. Paid plans are $99, $299 and $899 a month. One reconciled supplier account is one statement — page count never affects the price.
It proves your export before trusting it
An Aged Payables Detail export has to agree with itself — the Total column and the ageing buckets must sum to the same figure — before it is used as the ledger. A reconciliation against a ledger that does not add up is worse than no reconciliation, so that case is reported instead.
What supplier statement reconciliation costs you today
Use your own numbers — the arithmetic is the same for every Xero accounts payable team.
By hand
15–45 min
per statement
Two hundred statements a month is on the order of 100 hours — two and a half weeks of one person’s time, almost always compressed into the days before the payment run.
Statement Zen
~1 min
per statement
First 25 every month are free. Then $99 for 100 statements, $299 for 300, $899 for 1,000. You are charged only for statements that reconcile.
Where the saving is
the search
not the sending
Writing to the supplier was never the hard part — it takes about a minute, and one button copies the list. Finding which five of eighty pages are wrong is the half hour that disappears.
Statement Zen vs enterprise reconciliation platforms
How this compares to the conventional accounts payable automation stack a Xero business gets quoted.
Time to first reconciled statement
Cost to start
Setup
Write access to Xero
Works without a connection
When it is uncertain
Telling the supplier what is missing
What your suppliers have to do
Billing unit
Demo required to see pricing
Frequently asked questions
Real questions from Xero bookkeepers and accounts payable teams.
How do I reconcile a supplier statement in Xero?
Connect Xero once with a read-only sign-in, then forward the supplier’s statement to your unique Statement Zen address exactly as the supplier sent it. Statement Zen matches every line against your Xero accounts payable ledger and posts the result to your Statements dashboard, usually within a minute: what agrees, what is on the statement but not in Xero, what is in Xero but not on the statement, and the closing balance with the working shown. Xero has no built-in supplier statement reconciliation, which is why this is still done by hand in most Xero businesses.
How long does it take to set up?
About two minutes. You sign in to Xero from the Connections page, approve read-only access, and copy your unique forwarding address. There is nothing to install, no plug-in, no IT involvement and no onboarding programme. The first statement you forward comes back in about a minute, so you can be looking at a real reconciliation of your own supplier data within five minutes of first hearing about this.
Can Statement Zen change anything in my Xero organisation?
No. The Xero connection is read-only: it reads your open accounts payable ledger so it has something to match the statement against. It cannot create, edit, approve, pay, void or delete anything in Xero, and it does not post journals. If you would rather not connect at all, you can skip the connection entirely and email an Aged Payables Detail export alongside the statement instead.
Do I have to connect Xero, or can I just send a report?
Either works. If you prefer not to connect, run Xero’s Aged Payables Detail report and email it together with the supplier’s statement. Statement Zen reads the Invoice Date, Invoice Reference and Total columns along with the ageing buckets, and proves the export against itself before using it — the sum of the Total column has to agree with the sum of the ageing buckets. If it does not, you are told, rather than reconciled against a ledger that does not add up.
What file formats can I send?
Statements are read as PDF (native text or scanned), photos, CSV and spreadsheets — whatever your supplier actually sent, forwarded as-is. Ledger exports are read as CSV, XLSX, XLS and native-text PDF. There is no re-keying and no upload screen.
How long does one statement take?
About a minute from forwarding to result. For comparison, an eighty-page supplier statement worked through by hand against Xero is 15 to 45 minutes, because finding the five lines that are wrong means checking all eighty pages. That search is the part that disappears.
How do I tell the supplier which invoices are missing?
Every exception is listed with its reference, date and amount, and one button copies the complete list — all of it, not a preview — ready to paste into your reply. Statement Zen does not send that email for you, deliberately: the wording, the timing and the relationship are yours. Finding the five lines is the half-hour job; telling the supplier about them takes thirty seconds.
Do my suppliers have to sign up for anything?
No, and they never find out you are using this. There is no supplier portal, no registration email, and nothing is ever sent to your vendors on your behalf. They keep emailing you statements exactly as they do today. This matters because the usual way to fix statement reconciliation is to push the work onto your suppliers — which spends goodwill with the people you depend on, and stalls the moment one of them declines.
What happens when a statement does not reconcile?
It is flagged, the specific line that could not be tied out is named, the reason is given, and you are not charged for it. A tool that returns a plausible answer for every statement is worse than useless, because you cannot tell the reliable results from the rest and end up re-checking all of them. Naming the uncertain lines is what makes the time saved time you actually keep.
What does it cost?
The first 25 reconciled statements every month are free — no card, no time limit, no countdown trial. Above that it is $99/month for 100 statements, $299/month for 300, and $899/month for 1,000. The billing unit is one reconciled supplier account, not a page: an 80-page statement from one supplier is one statement. Statements that cannot be reconciled cost nothing.
Does it find money, or only save time?
Time is the reliable saving and the reason to buy. Money turns up as a by-product: reconciling properly surfaces duplicate payments, credits a supplier never applied, and invoices sitting in dispute — the things normally noticed months later, if at all. How much that comes to depends entirely on your own ledger, so no figure is claimed here.
Is my Xero data secure?
The Xero connection is read-only and is used only to read your open accounts payable ledger for matching. Traffic uses TLS 1.3 with Cloudflare’s hybrid post-quantum key exchange; stored data is encrypted at rest with AES-256 on managed AWS and Cloudflare services. Payments are handled by Stripe, so Statement Zen never touches card data. Your documents are not used to train any system. Full detail is on the security page.
Still have a question?
Email support@statementzen.com and we’ll reply with a real answer for your exact case.
Reconcile your first Xero supplier statement today
Connect Xero, forward one statement, and see the differences named. Free — 25 statements every month.