Frequently Asked Questions

A tenant is a Xero organisation (company). If you manage finances for multiple Xero organisations, you can connect them all to Statement Processor and switch between them on the Tenant Management page. Each tenant maintains its own set of uploaded statements and token balance.

Click "Login" in the navigation bar. You will be redirected to Xero where you can sign in and authorise Statement Processor to access your accounting data. Once authorised, you will be redirected back to the Tenant Management page where you can select which tenant to work with.

When you first select a tenant, Statement Processor imports your supplier contacts and recent transactions (invoices, credit notes, and payments) from Xero. The tenant status will show as "Loading" until this is complete. This usually takes a few moments, depending on the size of your Xero organisation. You do not need to do anything during this process.

Only PDF files are supported. Each page of a PDF costs 1 token to process.

Yes. On the Upload Statements page, you can select multiple PDF files at once. Each file is paired with the correct supplier contact before uploading.

Processing typically takes between a few seconds and a couple of minutes, depending on the size and complexity of the statement. For larger statements (more than 10 pages), the page will show a progress bar tracking how many sections have been processed. For smaller statements, you will see a simple processing message. The page updates automatically — you can leave it open or navigate away and check back later.

Large statements are split into sections of roughly 10 pages so they can be processed efficiently. The progress bar tracks how many sections have been extracted so far. Single-page or small statements process as one section and will show a simpler progress message instead.

Each row in the comparison table is colour-coded to show how it relates to your Xero data:

• Match (green): the statement row matches a Xero record in both reference and amount.
• Mismatch (amber): a Xero record was found with a similar reference, but details such as the amount differ.
• Anomaly (red): no corresponding Xero record was found for this statement row.

A mismatch means Statement Processor found a related Xero record (for example, the same invoice number) but something does not line up, such as the total amount. An anomaly means no related Xero record could be found at all. Mismatches typically need investigation, while anomalies may indicate missing records in Xero.

Statement Processor extracts each row from your uploaded PDF statement and compares it against invoices, credit notes, and payments in Xero for the selected supplier contact. It matches on reference numbers and compares dates and amounts to determine whether rows are matches, mismatches, or anomalies.

Yes. On the statement detail page, you can mark individual rows as complete to track your progress through the reconciliation. This is useful when working through a long statement over multiple sessions.

Once you have reviewed all rows, you can mark the entire statement as complete using the "Mark Complete" button on the statement detail page. Completed statements are separated from incomplete ones on the Statements list for easy tracking.

Yes. Use the "Download Excel" button on the statement detail page to export the full reconciliation as an Excel spreadsheet. The export includes all statement rows, their match status, corresponding Xero data, and any notes. This is useful for sharing results, archiving, or audit preparation.

Each PDF page costs 1 token to process. Tokens cost £0.10 each (plus VAT). For example, a 5-page supplier statement would cost 5 tokens (£0.50 plus VAT).

No. Unused tokens roll over indefinitely and never expire. Buy what you need and use them at your own pace.

The minimum purchase is 10 tokens (£1.00 plus VAT).

Tokens are non-refundable once purchased. We recommend starting with a small purchase to confirm the service meets your needs before buying in bulk.

We accept card payments through Stripe. The available card types are shown on the checkout page at the time of purchase.

Yes. All prices shown on the site are exclusive of VAT. VAT is added at checkout at the prevailing UK rate.

Statement Processor accesses your supplier contacts and their associated invoices, credit notes, and payments from your connected Xero account. This data is used solely for matching against your uploaded supplier statements. Statement Processor does not modify any data in Xero.

Yes. You can disconnect your Xero account at any time from the Tenant Management page using the "Disconnect" button. When you disconnect, you will be asked how you would like us to handle your data:

• Delete within 24 hours — your statements and cached Xero data are permanently removed within 24 hours.
• Delete after 2 weeks — a grace period in case you change your mind. Reconnect within 2 weeks and your data is still there.
• Delete after 1 year — keeps your data available so you can return without reloading everything from Xero.

If you reconnect before your chosen deletion date, the pending deletion is automatically cancelled and your data is preserved.

They serve different purposes:

• Logout ends your current browser session on Statement Processor. Your Xero connection and all your data remain intact. The next time you visit, you simply log back in and pick up where you left off.
• Disconnect removes the link between Statement Processor and your Xero organisation. You will be asked whether to keep or delete your stored data. If you later reconnect the same Xero tenant, Statement Processor will re-establish the connection and reload your data from Xero if needed.

In short: logout is temporary, disconnect is permanent (until you reconnect).

When you disconnect, you choose one of three timelines: within 24 hours, after 2 weeks, or after 1 year. A background process runs daily and permanently removes your statement PDFs, extracted data, and cached Xero data (contacts, invoices, payments, and credit notes) once your chosen period has passed.

Your billing history (token balance, purchase records) is retained for our records and is not deleted, as it does not contain sensitive financial data.

If you reconnect before the deletion date, the pending deletion is automatically cancelled.