Financial Reconciliation Automation for Finance Teams

Cointab is an AI-assisted financial reconciliation automation platform for finance teams that need to compare internal records with external records, identify discrepancies, and produce audit-ready reconciliation reports. It helps replace repetitive Excel-based matching with a structured workflow for recurring finance operations.

Built for recurring reconciliation workflows

Finance teams often reconcile the same data sources every period, but the reports, identifiers, and exceptions still need careful review. Cointab is designed for that repeatable work.

It can be used for:

• Payment reconciliation between sales and payment gateway reports
• Bank reconciliation between bank statements and books
• Marketplace reconciliation between sales and settlement data
• Vendor reconciliation between ledgers and vendor statements
• Customer reconciliation between receivables and customer statements
• COD reconciliation between internal orders and delivery partner reports
• ERP reconciliation, logistics reconciliation, and other custom internal vs external comparisons

The platform is flexible enough to support both standard partner reports and business-specific workflows.

Side A and Side B reconciliation model

Cointab uses a simple reconciliation structure:

• Side A contains the records your business expects to be correct
• Side B contains records received from banks, marketplaces, payment providers, vendors, customers, or other external sources

This model makes it easier for finance teams to define what they are comparing, what fields matter, and how records should be matched. It also keeps the reconciliation process transparent for review and audit.

Popular reconciliations and custom workflows

Cointab supports two ways to set up reconciliation.

Popular reconciliations

Popular reconciliations are pre-built templates for commonly used external reports. These are useful when a partner report follows a standard structure across customers.

Examples include:

• Sales vs payment gateway
• Marketplace sales vs settlement
• Bank vs books
• COD delivery partner vs sales

With a popular reconciliation, the file structure and matching logic are already defined, so users can upload the required files, choose the period, and run the reconciliation.

Custom reconciliations

Custom reconciliations are built for business-specific workflows where the reports or matching rules are unique.

Examples include:

• Internal sales report vs multiple payment providers
• ERP sales vs marketplace settlement
• Books vs bank statement
• Vendor ledger vs vendor statement
• Order report vs COD delivery partner reports

Users can define Side A and Side B, map fields, add supporting data, and reuse the same reconciliation setup in future periods.

How the reconciliation process works

Cointab keeps the workflow structured so finance teams know exactly what data is being used and how the results are produced.

1. Upload CSV, XLS, or XLSX files for Side A and Side B, or configure automated data input.
2. Map key fields such as date, amount, and reference or identifier columns.
3. Optionally upload supporting data for lookups, merging, enrichment, or calculation.
4. Create derived columns when a calculated field is needed for matching.
5. Run reconciliation manually or schedule it to run automatically.
6. Review matched, partially matched, unmatched, and skipped records in the report.
7. Download the Excel reconciliation report for review, audit, or follow-up.
8. Optionally push output back to other systems through email, SFTP, or API.

This flow helps teams keep reconciliation work repeatable and easier to review across periods.

Matching logic that handles real finance complexity

Reconciliation is rarely a simple one-to-one match. Cointab is designed for cases where transaction data needs to be grouped, netted, or compared across multiple records.

The reconciliation engine supports:

• One-to-one matching
• One-to-many matching
• Many-to-one matching
• Many-to-many matching
• Net-to-net matching
• Contra matching
• Partial matching

It can compare identifiers using structured logic such as equals, contains, or similar matches, including subset-based comparisons. This makes it useful when references appear in different formats or when multiple fields need to be considered together.

Supporting data and derived columns

Finance teams often need more than just the two primary reports. Cointab allows supporting data to be uploaded and used for enrichment before reconciliation.

Supporting data can help with:

• Adding missing order details
• Merging reports before reconciliation
• Looking up fee or tax rates
• Pulling status from another file
• Converting partner IDs into internal IDs
• Combining sales, returns, and adjustments

Users can also create derived columns on either side of the reconciliation. These are calculated fields built from existing columns.

Examples include:

• Clean Order ID
• Net Amount
• Delivered Payment Amount
• Normalized Transaction ID
• Amount after fee
• Refund amount as negative
• Combined reference
• Clean AWB number

AI can help generate Excel-style formulas from natural language prompts, which reduces manual formula writing while keeping the logic reviewable.

Review matched, partially matched, unmatched, and skipped records

The reconciliation report is designed to help teams focus on exceptions instead of reviewing every transaction manually.

Fully matched

Transactions are fully matched when identifiers and amounts align according to the reconciliation rules.

Partially matched

Transactions are partially matched when the related records are found, but the amounts differ. This helps finance teams identify underpayments, overpayments, deductions, fees, refunds, or settlement differences.

Unmatched

Unmatched transactions are present on one side but not found on the other. These may point to missing files, timing differences, incomplete partner data, or internal record issues.

Skipped

Skipped records are visible too. These may be rows excluded by rule, records with missing required fields, invalid amounts, duplicates, or other unusable rows. Showing skipped items helps teams understand what was not included and why.

AI-assisted review for difficult open items

After structured matching is complete, AI can help analyze remaining open transactions where deterministic rules are not enough.

This can be useful for:

• Slightly different descriptions
• Unstructured references
• Missing or partial identifiers
• Complex grouping scenarios
• Inconsistent partner data
• Exception transactions that need human review

AI also helps identify possible reasons for unmatched items and suggests likely next actions, such as checking for a missing file, reviewing a return or refund, or confirming a fee or deduction.

Manual match remains available

When the system and AI cannot confidently match a transaction, users can manually match records if the totals tally and the business context supports it. Manual matches are clearly marked so the audit trail stays visible.

This is useful for one-off exceptions, incomplete partner files, or transactions that require finance judgment rather than a rules-only approach.

Automation for recurring finance operations

Once a reconciliation is configured, it can be reused instead of rebuilt every period. Cointab also supports automated data flow for recurring workflows.

Automation can be configured through:

• Email
• SFTP
• API integrations

That means files can be received or pulled on a schedule, validated, loaded into the right reconciliation, and processed automatically when all required data is available. The output can then be sent back to downstream systems such as ERP, accounting, analytics, BI, or internal finance tools.

This is useful for daily, weekly, monthly, or end-of-period reconciliation workflows where teams need consistent reporting without repeated manual uploads.

Dashboard, history, and missed file refresh

Past reconciliation runs remain available on the dashboard for future reference. Teams can review run history, filters, file details, and report status in one place.

If a file was missed, users can upload the missing file under the same reconciliation and refresh the report. That helps finance teams handle late-arriving partner files, revised statements, and other operational realities without rebuilding the setup.

Team workspace and audit readiness

Cointab supports team-based workspaces so multiple users can work from a shared finance environment instead of passing spreadsheets around.

A shared workspace helps with:

• Multiple users and access control
• Shared reconciliation history
• Visibility into who ran a reconciliation
• Audit logs
• Consistent review and reporting practices

The output is designed to be audit-friendly, with downloadable Excel reports that make it easier to review matched, partially matched, unmatched, and skipped transactions during close or audit preparation.

Common business use cases

Cointab is useful for companies that handle recurring transaction data across multiple systems and partners.

Typical use cases include:

• eCommerce sales vs payment gateway reconciliation
• Marketplace sales vs settlement reconciliation
• Bank reconciliation for books and ledger control
• COD delivery partner reconciliation
• Vendor reconciliation for invoices, payments, and credit notes
• Customer reconciliation for receivables and statements
• ERP reconciliation across internal and external reports

The platform is especially relevant for finance teams that want a reusable reconciliation setup, clear exception handling, and a better way to manage recurring matching work across periods.