Heed AI Solutions / Case in point
Did the money make it to the bank?
Every store. Every day. Every payment type. For one 47 store retail group, answering that question by hand took most of the day, every day.
01 / The sources
Five rails. Five clocks.
Cash through an ATM. Card batches that bundle a whole weekend into Monday. A financing program that pays the entire company in one lump sum, net of fees that change by promotion. Nothing arrives on the same schedule.
01Three payment rails, reconciled daily across every location
02 / The nuance
The rules are not written down anywhere.
Friday and Saturday settle on Monday. A batch that misses the nightly cutoff lands a day later. One location runs its own bank account under its own rules. Bank holidays move all of it.
02And the bank export drops the one identifier that ties a cash deposit to a store
03 / The real cost
So one person became the bridge.
Every morning, by hand, no matter what. Vacations needed a coverage plan, and month end stacked a thirty tab workbook on top. It is not a staffing situation. It is a single point of failure, and it wears down the people who hold everything together.
“It’s just copy and paste. Yeah.”
03 / The engine
Exact math. Never a guess.
Every one of those rules, encoded. Each store, each day, each payment type matched against the bank on its true funding calendar. When a shortage cannot be explained with certainty, the tool says exactly that and hands it to a person.
ResultOver $1,000,000 of unreconciled deposits down to $435,000 in a single day of the team using it
04 / Every morning
One answer, by the second cup of coffee.
The short list of stores where money is genuinely missing. Nothing else.
The road to a closed day
Follow the money from the register to the bank line that proves it.
Six stops between the question every operator asks each morning and the short list that answers it.
Stop one / The question
Thirty-nine locations closed yesterday. Did every dollar reach the bank?
It sounds like a question with a quick answer. It is not. The money left those stores as cash, on cards, and through a consumer financing program, and each of those travels a different road to the account, on a different timetable.
Stop two / Five sets of books
The answer is scattered across five exports that never quite agree.
Daily cash drawer totals. Bank activity. Card batches. The financing report. Invoice level tender. Five files, five formats, five different clocks — and not one of them is wrong. They simply do not line up on the same day.
Stop three / The rules nobody wrote down
Friday and Saturday settle on Monday. A late batch lands the next banking day.
One location banks on its own. The financing program pays a single lump sum for everyone, net of fees. Holidays move all of it. These rules live in somebody's head, and they are the reason most mismatches are not mismatches at all.
Stop four / The bridge is a person
So somebody matches it by hand, every single morning.
It takes hours, it is never quite finished, and it quietly makes one person the only one who understands how any of it works. When that person leaves, the knowledge leaves with them.
Stop five / The engine
The rules get written down once, in code.
Every store, every day, matched against the bank on its real funding calendar. Exact math and stated rules — and never a guess. When a row cannot be explained honestly, it says so plainly instead of inventing an answer.
Stop six / The short list
What is left is what is genuinely wrong.
Each unmatched row arrives with its reason attached and, wherever the record allows, pinned to the exact sale behind it. Items escalate on their own at day three and day five, so nothing needs chasing and nothing quietly ages.
Every morning ends the same way now. One short list.
Before the second cup of coffee the day is closed, the exceptions are named, and the person who used to carry all of it has their morning back.
Map your reconciliationWhat it does every morning.
Built alongside the accounting team that does the work. Their rules became the engine, session by session, screenshot by screenshot. More than forty releases shipped in two weeks.
Rail 01Cash and ATM deposits
Matched to the bank on a realistic window of banking days, with a grace amount, branch depositor handling, and each store's quirks encoded. Sundays and bank holidays are excluded from the count automatically.
Rail 02Card settlements
Matched on their true funding calendar. Weekend bundles, nightly cutoff splits, late funders and next day netting are all handled automatically and explained in plain English on the row itself.
Rail 03Financing program deposits
One company lump sum decomposed into per store expectations with exact fee math, then cross checked against the processor's own daily report, which predicts the bank credit to the penny one banking day out.
ExceptionsThey explain themselves
A shortage gets pinned to the single invoice that caused it, so the store makes one phone call. A sale rung on the wrong payment type gets flagged with the matching offset suggested. Two processor funding shortfalls, $607.58 and $862.19, were caught to the penny and documented.
ControlsOne click, fully attributed
Link, offset, write off, unpair, correct a source number. Every action records who did it and when, and every action can be undone. Month end write offs become a clean printable report instead of archaeology.
EscalationLeadership sees one list
Items that sit unresolved move up on their own, to the team at day three and to leadership at day five. The company president sees exactly one thing: the stores where money is genuinely missing.
If you do this for other people's businesses
Outsourced accounting firms, fractional CFO practices and bookkeeping shops hit the same wall, only multiplied by every client on the roster. There are two ways to work with us.
Run it inside your firm
Bring the engine to the client books you already close. One reconciliation method across every client, instead of a different spreadsheet per engagement.
- Client by client rule sets, since no two deposit policies match
- A full audit trail on every link, offset and write off
- Month end write off reporting your reviewer can actually follow
- New client locations onboard without adding staff to count money
Refer a client and stay the trusted advisor
You already know which clients are drowning in manual reconciliation. We build the engine, you keep the relationship and the advisory work that sits on top of clean numbers.
- We build and support the tool, you stay the accounting relationship
- Your client gets clean daily numbers, which makes your work easier
- Referral terms discussed openly and agreed before anything starts
- No competing for compliance, tax or advisory work
Free reconciliation assessment
Tell us how the money moves in your business and we will tell you where the blind spots are. No software to install and nothing to rip out.
- Which of your payment rails can be matched automatically today
- Where your process depends on one person knowing something
- What your bank and processor exports are quietly leaving out
- What a working answer every morning would actually take
Prefer the longer version first? Read the full case study, or the page written for CFOs and owners, controllers, or the person who carries it every day.
Straight answers
Do we have to replace our point of sale or accounting system?
No. The engine sits on top of the systems you already own, including a point of sale from another era and an accounting server that predates the cloud. Nothing is ripped out and nothing is installed on your machines. In this build the entire thing ran behind zero trust access for a company with no in house IT team.
Is the matching done by AI? How do we trust the numbers?
The matching is deterministic. It is exact math against written rules that your team defines, so the numbers are never a model's guess. AI is why the tool could be built and refined this quickly, and it powers the assistant that answers plain English questions about your data. Every judgment call stays with a person.
What happens when the tool cannot explain a shortage?
It says so. Unexplained items are never quietly matched or absorbed. They go into a review list with whatever evidence exists, including the nearest candidate deposits and, where the data supports it, the exact invoice that accounts for the difference. A person decides, and the decision is recorded with their name and the time.
How long does it take to see something real?
In this engagement the kickoff working session was on a Tuesday and the team logged into a live secured dashboard the next day. Working software comes first and the rules get encoded with your team from there. More than forty numbered releases shipped in the following two weeks, most of them the same day they were requested.
We only have a few locations. Is this overkill?
The math is the same at two locations as it is at forty seven. The question is whether someone on your team is spending a meaningful part of every morning answering it by hand, and whether the rules for doing so live only in that person's head. If both are true, the size of the company is not really the issue.