Two systems, one truth. Know when they drift.
A scheduled, read-only check that compares the records in your operations platform with your accounting ledger and tells you exactly what doesn't match, with a suggested next step for each item.
- Status
- Prototype, tested on sample data
- Built for
- Operators whose billing lives in one platform and books in another
- Connects to today
- Xero and one membership platform's API
- Writes to your systems
- Never. Read-only by design
The platform says paid. The ledger says nothing.
When a business invoices from one system and keeps its books in another, the two drift apart quietly. An invoice never syncs. A payment lands with no invoice to match. A member is active but has no payment mandate. Nobody notices until month end, or until a customer asks why they were chased for something they paid.
The usual answer is a person with two browser tabs and a spreadsheet. Reconcile does that comparison on a schedule and hands back a short list of what needs attention.
Five checks, one report.
Everything below exists in the prototype and runs against sample data. Nothing here is planned-but-not-built.
Missing in the ledger
Invoices raised in the operations platform that have no counterpart in Xero.
Paid but not synced
Invoices marked paid in the platform that still show as unpaid in the ledger, with a grace period so a sync in progress isn't flagged as a fault.
Orphan payments
Payments in Xero with no matching invoice.
Active, no mandate
Members who are active but have no payment mandate set up, so their next invoice will fail.
Chase list
Overdue items grouped with a suggested action for each: call, retry the direct debit, or email, chosen by fixed rules you can read.
Read, compare, report. Never write.
Read
Pulls invoices, payments and members from both systems through their APIs. It only reads.
Match
Matches on invoice number or reference, exactly, after trimming and normalising. No guessing.
Check
Runs the five checks above and a configuration-drift warning for tax rates and account codes.
Report
Writes an HTML report and a CSV, and can email them to whoever needs to act, on whatever schedule you choose.
What it is, and what it isn't yet.
- It is a working prototype with unit tests, run so far on realistic sample data rather than live accounts.
- It connects to Xero and one membership platform. Adding another source means writing a connector for it.
- It does not yet read bank statements or bank feeds. Bank-statement reconciliation is the direction we are taking it, not something it does today.
- It does not use AI to match or decide. The matching is exact and the rules are fixed and readable. AI-assisted matching of messy references is a possible next step once the deterministic version has earned trust on live data.
Have two systems that should agree and don't?
Tell us which ones. If Reconcile fits, we'll say so. If a simpler export-and-compare would do, we'll say that instead.