Distribution
Invoice reconciliation for a wholesale distributor
Orders, payments and invoices synced between the ERP, Stripe and Xero, with a review queue for the few mismatches that need a person.
- Client
- Regional FMCG wholesale distributor
- Industry
- Distribution
- Capabilities
- Systems integration, Internal tools
Headline result
4 → 1 daysmonth-end close
- records auto-matched
- 96% (increase)
- month-end close
- 1 day (decrease)
- sync p95 latency
- 184 ms
- review items per day
- 7
Challenge
Three finance staff spent the first four days of every month matching payments to invoices across systems that never agreed.
Approach
We mapped how each system represented customers, orders and credit notes, and wrote down every reconciliation rule the finance team applied from memory.
Solution
An integration service syncs records continuously with idempotent jobs and a dead-letter queue. Anything that fails a rule lands in a small internal review tool with the evidence side by side.
Results
Month-end close dropped from four days to one, and the review queue averages a handful of items a day.
Gallery
Inside theproject
“When an upstream API changed at 2am, their on-call engineer had it fixed before our finance team logged in. That's what we're paying for.”
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