Bank & Reconciliation Clerk

Matches the deposits on the bank statement you upload to the open Xero invoices they pay, and records only the payments the person you name approves.

Bank capture and daily reconciliation 1 system From R3,500 / month Up to 2 000 transactions a month included

Billed in South African Rand. Prices are indicative of a typical engagement – volumes and the number of systems move them.

Hire a Bank & Reconciliation Clerk

What the Bank & Reconciliation Clerk actually does

The whole job, in the order it happens – not a feature list.

1

Reads the statement

Reads the CSV or Excel statement you upload, whatever your bank calls its date, description and amount columns, including amounts written like R1 500,00 or (250.00).

2

Lists what is owed

Reads the customer invoices still open in Xero.

3

Matches each deposit

A deposit is matched only when its description names exactly one open invoice number and the amount is exactly what is still owing on it.

4

Asks before it records

Every proposed match goes to the person you name. Only the matches they approve are recorded in Xero as payments into the bank account you set.

5

Hands you the rest

Deposits it could not match are listed for that person. It records nothing for them.

Want to try the reading part first?

The Bank & Reconciliation Clerk reads bank statements with the same extraction you can run by hand on a single document – same OCR, same checks, same structured output. It is a smaller commitment than hiring a role, and it is the same engine underneath.

Try it on one document

Its rules

What it does on its own, what waits for a named person, and what it never does. These are checked against the process it runs, not just written here.

It does on its own

  • Reads the bank statement you upload (CSV or Excel), whatever the bank calls its date, description and amount columns.
  • Lists the customer invoices still open in Xero.
  • Matches a deposit to an invoice only when the statement line names exactly one open invoice number and the amount is exactly what is still owing.

Only when a named person signs off

  • Every match goes to the person you name before anything is recorded; only the matches they approve are recorded in Xero as payments against those invoices.
  • Lines it could not match are listed for that person — it records nothing for them.
  • The person who signs off can never be the person who started the run.

It never

  • Moves money or makes a payment from your bank account.
  • Records a part payment, an overpayment, or a payment against more than one invoice.
  • Touches supplier bills.
  • Records the same statement line twice.

What it puts on your dashboard

A digital worker you cannot measure is one you cannot trust. Every run is logged, and the numbers below are reported without being asked for.

  • Statement lines read per run
  • Days since the last statement was worked
  • How long the matches wait on the person who signs off
  • Who approved each set of payments, and when

The systems it works in

1 pre-built connection, ready on day one. Where a system publishes an API, the digital worker uses it directly from the cloud.

Accounting

Xero

Xero

And the systems with no API at all

Systems with no API — desktop Pastel, SYSPRO, a bank or portal you can only reach by signing in — are driven through their own screens by the Automize bot on your machine. That is the on-premise variant of this role and is set up with you separately; hiring installs the cloud worker described here.

This is the part a cloud-only tool cannot do. The Automize bot runs on your own machine, so anything a person can open, it can work in – the desktop accounting package, the bank portal, the supplier site with no integration.

Where it runs, and what you control

On your machine

The bot is installed where the work happens, so it can reach the systems that never got an API.

Credentials, your way

Keep passwords in the machine's own keychain, your AWS Secrets Manager, or our encrypted vault. You choose.

POPIA and GDPR by design

Client financial data is processed on your machine, and you choose what the bot sends. Our servers are in AWS Ireland.

Every step audited

Step-by-step logs, screenshots and timestamps for every run – and a record of who approved what.

How the platform is built Read the Trust Center

Questions about the Bank & Reconciliation Clerk

No. You upload the statement when you start a run. Fetching statements by signing in to the bank is the on-premise bot variant.

Works well alongside

Creditors Clerk

Reads the supplier invoices in your creditors mailbox and posts them to Xero as draft bills – the certain ones on its own, the rest only once the person you name approves them.

Debtors Clerk

Reads your overdue book in Xero, prepares one reminder per customer, and sends only the reminders the person you name approves.

See all the digital workers

Put a Bank & Reconciliation Clerk to work in 7 days

The job nobody wants and every client needs – usually the first two hours of a bookkeeper's day, every day.

Hire a Bank & Reconciliation Clerk Start free See the 7-day proof-of-value