How It Works

Getting Started

New to the app? Follow these steps in order from setup to final export.

Before you begin

Statement Processor compares supplier statement rows against Xero data and guides your team through reconciliation.

  • Tenant means the Xero organisation (company) you are working in.
  • Contact config means the supplier mapping rules (for example, which columns are date, number, and total).
  • First-time setup for a supplier is usually Steps 1 to 4. Regular processing usually starts at Step 5.
  • Some actions run in the background. If a statement is processing, keep the page open and it will refresh.

Step 1

Sign in and choose your Xero tenant

Open Tenant Management, connect Xero if needed, then select the company you want to process.

Step 1 of supplier statement reconciliation in Statement Processor: select your Xero tenant in Tenant Management before processing statements
Placeholder screenshot: Tenant Management with an active tenant selected.

Step 2

Wait for first-time load to finish

If the tenant status is LOADING, wait until contacts and transactions are imported before continuing.

Step 2 of supplier statement reconciliation in Statement Processor: wait for the selected Xero tenant to finish initial loading before continuing
Placeholder screenshot: Tenant status showing LOADING or ready state.

Step 3

Load the supplier contact config

Go to Configuration, choose the supplier contact, then click Load Config (or create one if it does not exist yet).

Step 3 of supplier statement reconciliation in Statement Processor: load supplier contact configuration before uploading PDF statements
Placeholder screenshot: Contact selection and config load action.

Step 4

Map key fields and formats

Set the supplier column mappings for Number and Total, then confirm date format and number separators match the statement.

Step 4 of supplier statement reconciliation in Statement Processor: map invoice number and total fields and set supplier date and number formats
Placeholder screenshot: Field mappings and formatting options.

Step 5

Upload supplier statement PDFs

Open Upload Statements, select one or more PDF files, and pair each file with the correct supplier contact.

Step 5 of supplier statement reconciliation in Statement Processor: upload supplier statement PDFs and assign each file to the correct contact
Placeholder screenshot: Upload form with file and contact columns.

Step 6

Open the statement when processing completes

Go to Statements, then open the uploaded statement from the list once it is available.

Step 6 of supplier statement reconciliation in Statement Processor: open the statements list and select an uploaded statement once processing is complete
Placeholder screenshot: Statements table and Reconcile action.

Step 7

Review matches, mismatches, and anomalies

Use row colours and indicators to review each line and resolve anything that does not match Xero.

Step 7 of supplier statement reconciliation in Statement Processor: review statement rows against Xero transactions and resolve mismatches and anomalies
Placeholder screenshot: Statement vs Xero comparison grid with legend.

Step 8

Mark rows and statement as complete

Use row-level actions where needed, then mark the full statement complete when your review is finished.

Step 8 of supplier statement reconciliation in Statement Processor: mark rows complete and finish the statement reconciliation workflow
Placeholder screenshot: Completion actions and status badges.

Step 9

Download the Excel export

Use Download Excel to export the current reconciliation view for sharing or archiving.

Step 9 of supplier statement reconciliation in Statement Processor: download the reconciled supplier statement as an Excel export
Placeholder screenshot: Download Excel action on statement page.

Step 10

Re-upload only if config changes

If you change supplier mapping rules, delete the old statement and upload it again so extraction uses the updated config.

Step 10 of supplier statement reconciliation in Statement Processor: delete and re-upload statements after changing supplier mapping configuration
Placeholder screenshot: Delete statement and upload replacement file.

Troubleshooting

  • Unknown contact: check the contact name and ensure that contact exists in your selected tenant.
  • Missing config: create or load the supplier config before attempting upload.
  • Non-PDF upload: only PDF files are accepted on the upload page.
  • Session expired: if redirected to login, sign in again and return to your workflow.
  • Statement still processing: wait briefly and refresh; processing can take a few seconds up to several minutes.