Supplier statement reconciliation for Xero: find what disagrees before you pay
Also called Xero vendor statement reconciliation, without checking every line by hand. Forward the statement your supplier already sent, and the differences come back named in both directions: what is on the statement but not in Xero, what is in Xero but not on the statement, and the closing balance stated as proven or not.
An eighty-page statement hiding five missing invoices is half an hour of checking line by line. Forward it here and it comes back with those five named.
No card required. Setup takes about two minutes, and you can forward your first statement straight away. See pricing.
Why you can believe the number
We are not going to show you a testimonial we do not have. Here is the proof that exists: the product proving its own arithmetic, two clients’ own numbers, and a free tier you can check both on.
The balance is proven before it is reported
Opening balance plus every signed movement is checked against the closing balance. If it does not close, the statement comes back as unproven rather than as a number you are expected to take on trust.
What it cannot tie out, it names
A line that cannot be matched with confidence is reported with its reference, date and amount instead of being folded into a difference total. The only work left is the work that genuinely needs a person.
Two AP teams, on their own count
Two accounts payable teams using earlier versions of Statement Zen went from 80–100 hours a month to under four. That is their figure rather than a measurement of ours, and it came from earlier versions of the product.
Check it on your own books, free
25 reconciled statements every month, no card. A statement that cannot be reconciled does not use that allowance, so trying it costs you nothing.
Reads your accounts payable position from Xero, QuickBooks Online and Vista by Viewpoint — and from anything else through the Statement Zen API.
Statement Zen does one job: the supplier statement reconciliation that lands on an accounts payable desk every month, right before the payment run. It was built for that job and it does not try to be an accounts payable suite.
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.
About 80% of the time, given back
An eighty-page supplier statement hiding five missing invoices is 15 to 45 minutes of checking line by line, because finding those five means checking all eighty pages against Xero. Two AP teams using earlier versions of Statement Zen reported it removed about 80% of the time that job took them — their figure, not ours. Forwarded here, the five come back named.
Proven before it is reported
Opening balance plus every signed movement is checked against the closing balance before any result is recorded. When it closes, the balance is reported as proven. When it does not, the statement comes back as unproven rather than as a number you are expected to take on trust.
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 it stays that way
The Xero connection cannot create, edit, approve, pay or delete anything. It reads your open accounts payable ledger so there is something to match the statement against, and no write endpoint is ever called. Nothing is posted back to your Xero organisation.
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.
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. A statement we can't reconcile doesn't use your allowance.
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.
What supplier statement reconciliation is, and why the balance is not enough
A supplier statement is the supplier’s own record of what they invoiced, what they credited and what you paid. Your Xero ledger is your record of the same thing. Reconciling the two means finding every line where they differ, before the payment run or the month-end close.
Matching the closing balance is not enough. A missing invoice and an unapplied credit note of the same size cancel out, and the statement balance still agrees with Xero. Only a line-by-line check catches both.
How to reconcile a supplier statement in Xero by hand
Xero’s reconciliation screen is built for bank feeds, not supplier statements. Whether you call the job supplier statement reconciliation or Xero vendor statement reconciliation, the manual work looks like this:
- Note the statement date, the opening balance and the closing balance printed on the statement.
- In Xero, find what you owe that supplier at the statement date. The Aged Payables Summary report shows the supplier’s total, and the supplier’s contact transactions list every bill, credit note and payment behind it.
- Compare the two totals. The gap is the amount you need to explain.
- Tick each statement line against a bill or credit note in Xero, using the invoice number, the date and the amount.
- List what is left over on each side: statement lines with no match in Xero, and Xero transactions with no line on the statement.
- Fix your own side where you are wrong. Ask the supplier about the rest.
Want the method behind each step? Take the free vendor statement reconciliation course.
One remittance can pay multiple invoices at once, so a payment line on the statement may not match a single bill in Xero. Match it to the group of invoices it settled.
Why a supplier statement and your Xero bills disagree
Almost every difference falls into one of seven groups. Knowing which one you are looking at tells you who has to act — including when the answer is no one.
Supplier invoices on the statement that are not in Xero
The bill was never entered, or the invoice never reached you. The most expensive one to miss: you cannot pay what you do not know you owe, and the supplier will chase it later.
Who acts: You: enter the bill, or ask the supplier for a copy
Bills in Xero that are not on the statement
The supplier has not billed it yet, the statement is older than the bill, or the bill was entered against the wrong supplier.
Who acts: You: check the date and the supplier before raising it
Credit notes that were not applied
You hold a credit note the supplier has not applied, or the supplier issued one you never entered. The balance is wrong until it sits on both sides.
Who acts: Whichever side is missing it
Payments you made after the statement date
A January statement rightly shows a bill as open if you paid it in February. The old statement is correct; the next one will carry the payment.
Who acts: No one: this is normal timing, not a difference to chase
Payments cleared before the statement date, but not applied
The money left your bank before the statement closed, yet the invoice still shows as open — the supplier has not allocated your payment against it.
Who acts: Supplier: allocate it. Send them the payment date and bank reference
Duplicates, overpayments and refunds
The same invoice entered twice, a payment larger than the bill, or a refund the supplier owes you. These turn into real money recovered, and they are easy to miss when you only compare totals.
Who acts: You and the supplier
Different invoice numbers or amounts
A prefix, a space or a branch code your bill does not carry, or a different tax split. The invoice is on both sides but looks missing from each.
Who acts: You: correct the reference or amount
Most of these differences are small and ordinary. The costly ones are the first and the sixth, and they are the ones a balance check hides.
How to start, in three steps
About two minutes of setup, once. The walkthrough video above shows all three, screen by screen, on a real supplier statement.
Connect Xero and get your address
Create a free Statement Zen account, open Connections and sign in to Xero for the organisation you want reconciled. The connection only reads your open accounts payable ledger — no write endpoint is ever called — and it gives your organisation its own forwarding address. Invite teammates and they use the same address with no separate setup.
Reconcile your first statement free →Forward the supplier’s statement
Forward it to that address exactly as the supplier sent it — PDF, scan or spreadsheet. Nothing to re-key, no upload screen, no template for your supplier to fill in.
Read what disagrees
Your Statements dashboard collapses the matched lines and groups every difference by type, in both directions, with the closing balance stated as proven or not. Each exception carries its reference, date and amount, and one button copies the full list into your reply to the supplier.
What Statement Zen does on Xero, at a glance
Every row is something you can check for yourself — the free tier, the read-only sign-in and the published price are all on this site.
Time to first reconciled statement
Same day
Cost to start
Free — 25 statements a month
Setup
~2 minutes, read-only sign-in
Write access to Xero
None — read-only
When it is uncertain
Names the line, costs nothing
Telling the supplier what is missing
One button copies the full list
What your suppliers have to do
Nothing — they are never contacted
Billing unit
One supplier account
Demo required to see pricing
No — published
Frequently asked questions
Short answers about reconciling Xero supplier statements, with the limits stated.
How do I reconcile a supplier statement in Xero?
Does Xero reconcile supplier statements?
How long does it take to set up?
Can Statement Zen change anything in my Xero organisation?
Do I have to connect Xero?
What file formats can I send?
How long does one statement take?
How do I tell the supplier which invoices are missing?
Do my suppliers have to sign up for anything?
What happens when a statement does not reconcile?
What does it cost?
Does it find money, or only save time?
Is my Xero data secure?
Running something else?
Xero, QuickBooks Online and Vista connect themselves. Any other accounting system or ERP can send its whole position, paid and unpaid, through the Statement Zen API, or by an arrangement we set up with you — the supplier statement still just gets forwarded by email. Tell us what you use and we will tell you straight whether we can reconcile against it.
Tell us what you useStill 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.