Bookkeeping & Reconciliation
Keeping your books up to date should not mean constantly moving data between systems, matching transactions by hand and searching for missing records.
We automate the repetitive work around transaction collection, categorization, matching and reconciliation. Clear transactions can move through the process automatically, while differences and uncertain matches go to your finance team for review.
The everyday admin
Transactions come in from different places.
Bank accounts. Payment providers. Sales platforms. Expense systems. Accounting software.
Someone then has to bring that information together, decide where transactions belong, match payments with records and investigate anything that does not reconcile.
The individual tasks may be small.
Repeated every day, week and month, they quickly become a significant administrative workload.
We connect these steps into a structured bookkeeping and reconciliation workflow.
Financial activity may be spread across bank accounts, payment providers, sales systems and other business tools.
When those systems are disconnected, someone has to transfer or import the information manually.
We automate the movement of transaction data wherever the existing systems allow it.
The same types of transactions appear again and again, but someone may still need to decide how each one should be recorded.
We can apply predefined accounting rules to predictable transactions and send uncertain classifications for review.
A bank transaction may relate to an invoice, expense, payout or another financial record.
Finding the right match manually becomes especially time-consuming when transaction volumes increase.
We automate reliable matches and make uncertain ones easier for your team to review.
A bank balance does not match the accounting records.
A payment-provider payout does not match recorded sales.
A transaction appears to be missing.
Finding the cause can mean checking several systems, exports and spreadsheets.
We bring the relevant information together and flag differences that need investigation.
When bookkeeping falls behind, reconciliation work accumulates.
Finance teams then spend valuable time before period closing finding missing transactions, documents and unexplained balances.
We help keep repetitive bookkeeping and reconciliation work moving throughout the period.
What we automate
We automate the predictable steps involved in keeping financial records complete and consistent.
Bring transaction data from the systems involved in your financial process into one workflow.
Depending on your setup, this can include information from:
Instead of repeatedly downloading, exporting and transferring transaction information, we connect the relevant steps wherever possible.
Many transactions follow familiar patterns.
We can apply predefined bookkeeping rules to help categorize recurring transactions based on the information available.
This could use information such as:
Clear classifications can continue automatically.
Uncertain classifications go to your team or accountant for review.
The final accounting treatment remains under their control.
Bank transactions rarely exist in isolation.
They may relate to:
We can compare available information and identify likely matches.
Reliable matches can continue through the workflow.
If there is not enough information to make a clear match, we flag the transaction rather than forcing a decision.
Keeping accounting records aligned with actual bank activity requires regular reconciliation.
We can automate recurring parts of that process by comparing bank transactions and balances with the information recorded in your accounting workflow.
When records align, the reconciliation can move forward.
When something does not match, the difference becomes an exception for review.
Payment providers can add another layer of complexity.
Individual customer payments may be grouped into payouts, with fees, refunds or other adjustments affecting the amount that reaches the bank.
We can bring the relevant transaction, payout and accounting information together so these balances are easier to reconcile.
Instead of manually comparing several exports, your team can focus on the differences that remain unresolved.
Sales activity, payment information and accounting records may live in different systems.
We can create workflows that compare these records and identify where information does not line up.
For example:
Sales recorded → Payment received → Payout processed → Bank transaction received → Accounting records compared
When the available information agrees, the workflow can continue.
When it does not, the difference is flagged.
Records can be missed or entered more than once.
We can build checks that help identify:
The goal is not to let automation decide every unusual situation.
It is to surface the unusual situations faster.
Transactions sometimes need supporting information before they can be completed.
We can build workflows that identify missing documents and help collect or route the required information.
This can reduce the time your finance team spends manually searching for receipts, invoices or other supporting records.
Know what has been reconciled and what still needs attention.
We can track status across accounts, providers and accounting periods, including items such as:
Instead of maintaining separate tracking spreadsheets, your team gets a clearer view of the remaining work.
A smoother close starts before the final day of the month.
By continuously collecting, matching and checking transactions, we can help keep records more organized throughout the period.
Outstanding exceptions remain visible, so your finance team or accountant knows what still requires judgement before final review and period closing.
Predictable transactions, clear differences
Not every transaction should be processed automatically.
We separate predictable work from situations that require financial judgement.
A straightforward transaction could follow a workflow such as:
Transaction received → Categorized → Match found → Checks passed → Record updated
But a transaction might also have:
In those situations, the workflow does not guess.
We flag the transaction and send it to the appropriate employee for review.
Automation handles the repetitive work around the decision.
Your team or accountant remains responsible for the decision itself.
How it works
A typical automated bookkeeping workflow could look like this:
Information enters the workflow from a bank, payment provider, sales platform or another connected business system.
Available descriptions, references and other data are used to determine how the transaction should move through the process.
Predictable transactions are categorized according to predefined rules.
The workflow looks for related invoices, expenses, payments, payouts or other records.
Where the information supports a clear match, the transaction can move forward automatically.
Missing documents or information can be identified before the transaction is considered complete.
Transaction and balance information is compared across the relevant systems.
Uncertain classifications, missing records and unexplained discrepancies are flagged for review.
Routine bookkeeping keeps moving.
Your finance team spends its time on the transactions that actually require attention.
From manual to automated
Less manual data entry. More consistent reconciliation. Fewer unresolved items building up before period-end.
Our services in practice
Transaction descriptions and financial records are not always perfectly structured.
We use AI agents to interpret available information, help classify transactions, identify likely matches and highlight records that need additional attention.
For example, an AI agent can use transaction descriptions, references and related records to help determine which existing transaction or document is most likely connected.
When the available information does not support a reliable decision, the transaction goes to your team instead.
AI helps reduce repetitive investigation.
Your finance team or accountant keeps control over accounting decisions and final approval.
Bookkeeping is rarely one task.
A transaction may need to be collected, categorized, matched, checked, reviewed and reconciled before the process is complete.
We connect those steps into workflows that automatically determine what should happen next.
For example:
Transaction received → Rule applied → Match attempted → Supporting document checked → Reconciliation updated → Exception routed if needed
This keeps recurring bookkeeping work moving without someone manually managing every handover.
The information needed for reconciliation is often spread across multiple systems.
We connect the systems involved in your financial workflow so transaction information can move between banks, payment providers, sales platforms, expense tools and accounting software.
This reduces manual exports, repeated data entry and the need to compare disconnected records by hand.
The exact setup depends on the systems you already use and the connections they support.
Not every transaction needs attention.
Your team needs to know which ones do.
We can create clear views of:
Instead of searching through multiple systems or maintaining separate tracking spreadsheets, your finance team gets one overview of the work that remains.
Sometimes the reconciliation process is too specific for standard software.
We can build focused internal tools around your workflow, such as:
The goal is not to replace standard accounting software.
We build custom functionality when it helps connect or simplify a process that existing tools do not handle well.
Human control, built in
Automating bookkeeping does not mean handing every accounting decision to software.
We build workflows around clear rules and defined levels of control.
Predictable transactions with reliable information can continue automatically through predefined steps.
Transactions can be categorized or matched automatically and then presented to an employee for confirmation.
Uncertain classifications, unusual transactions, incomplete records and reconciliation differences are sent to the appropriate person for investigation.
We automate the operational workflow around bookkeeping and reconciliation. Your business, finance team or accountant remains responsible for accounting policies, financial decisions and final approval.
The NexFlow method
We map your current bookkeeping and reconciliation process.
We look at where transaction information comes from, how records are categorized and matched, which reconciliations happen manually and where your team spends time investigating differences.
We identify which tasks repeat frequently and where automation could reduce unnecessary administrative work.
This helps us focus on the processes where automation makes practical sense.
We build the workflow around your existing systems, accounting rules and review process.
That can include transaction collection, categorization, matching, reconciliation, document collection, exception handling and status tracking.
Once the workflow is running, we can improve it as transaction volumes, systems or internal processes change.
Your questions, answered
Common opportunities include collecting transaction data, applying predefined categorization rules, matching transactions with existing records, identifying missing information, comparing balances and routing exceptions for review.
Exactly what should be automated depends on your systems and existing bookkeeping process.
Predictable transactions can be categorized using predefined rules and available transaction information.
When a classification is uncertain, we can send it to the appropriate employee or accountant for review rather than automatically making the final decision.
Where there is enough information to identify a reliable match, parts of the matching process can be automated.
Transactions without a clear match remain visible for manual review.
We can automate parts of the process of comparing payment-provider transaction and payout information with bank and accounting records.
How this works depends on how the provider, sales and accounting information is structured and available.
The difference can be flagged as an exception.
We can bring together the relevant records and route the discrepancy to the appropriate person to investigate.
The workflow helps identify and organize the problem rather than making an unsupported accounting decision.
Yes.
Where supporting documents form part of the workflow, we can identify transactions where required information appears to be missing and trigger the appropriate follow-up or review process.
Not necessarily, and that is not the goal.
Predictable transactions can move automatically, while uncertain classifications, incomplete information and unusual transactions remain under human control.
No.
We automate the operational processes around bookkeeping and reconciliation.
Your business, finance team or accountant remains responsible for accounting policies, financial decisions and final approval.
No.
Invoice Processing focuses on receiving and processing incoming supplier invoices.
Bookkeeping & Reconciliation focuses on recording, matching and verifying the financial transactions across your systems.
No.
Bookkeeping & Reconciliation helps keep the underlying financial records complete and consistent.
Financial Reporting uses processed financial information to create reports and management insights.
Moving transactions between systems, matching records and investigating differences can consume hours of finance time every month.
We map your current bookkeeping and reconciliation process, identify the repetitive work and show you which steps can be automated while keeping financial judgement with the right people.
Find out which parts of your bookkeeping and reconciliation process we can automate.