Automatic reconciliation in Exact Online: bank, Mollie, Adyen and Stripe

The regular payments are matched neatly, and yet the bank book is still open. What remains is the pile that every webshop knows: payouts from Mollie that fit no invoice amount at all, a Stripe deposit with costs already deducted, a customer who paid in two parts. So the reconciliation in Exact Online slides on to Monday. Again.

That pile is exactly where reconciliation hurts: not with the simple payments, but with everything that runs through a payment provider. Why do those very lines keep piling up? And more importantly, how do you still clear them in minutes with an AI assistant, without handing over control?

Why payouts from Mollie, Adyen and Stripe never match cleanly

A payment provider does not pay out per order, but in bundles. A single bank line covers a whole series of orders from a day or a week. Before the money reaches your account, the transaction costs have already been deducted, and any refund is settled within the same batch. The amount on your bank statement therefore does not match one to one with an invoice, nor with the sum of your invoices.

Done manually, that means pulling up your provider's payout overview, adding up transactions, filtering out costs and connecting item by item. For an accountant this is routine work without glory; for an entrepreneur it is the job that keeps getting left. And the longer it stays there, the less your bank book tells you about who has actually paid.

How reconciliation works via the AI connector

With Exact AI Connect you connect your own AI assistant, such as Claude or ChatGPT, directly to Exact Online. This runs via the Model Context Protocol (MCP), which lets AI assistants access your software safely. For how it works under the hood, read our explanation of the connector.

The reconciliation itself feels like consulting a colleague. You ask which bank lines from this month have not yet been reconciled. Then you let the AI place the outstanding items alongside each payment: which invoices fit this payout from 12 July? The AI comes up with a match proposal, points out what does not add up, and you assess it.

Important for anyone now raising their eyebrows: nothing is posted without your explicit approval. Every write action, so a reconciliation entry too, is first presented with a confirmation step. Say nothing and nothing happens. That way you keep the pace of automation and the control of manual work.

Clear partial payments and small differences too

If a customer pays an invoice in two parts, you reconcile the part received and the rest simply stays open. If a small difference remains after matching, for example due to rounding or withheld costs, you write it off as a payment difference to the account you use for that. That is a proposal you confirm as well, not a silent write-off in the background.

The connector can tie different kinds of lines together: invoice lines, bank lines and journal entries. With payment providers in particular this is needed, because the payment and the costs rarely land in the same place in your records.

The AI proposes, you decide

Not every bank rule resolves itself with a good match suggestion. A chargeback that comes back months later, a payout that no longer lines up with the provider overview because of refunds, an old suspense item without a clear counterparty: that remains reconstruction work for a person who knows the file. The AI gets the pieces ready and does the sums with you, but the decision about what you post is yours or your accountant's.

If you want to set that boundary firmly, you can. You limit write permissions per role, set a user to read-only or set a daily limit. You can read how to arrange that in our article on preventing unwanted AI actions. For the accountant reading along: the connector is ISO 27001 certified and independently pen-tested, and we only store financial data with the Analytics subscription, in a secure analysis environment within the EU that we delete as soon as you stop.

Example prompts for your first reconciliation session

Copy these questions into your connected AI assistant and replace the amounts with your own figures:

Which bank rules from this month have not yet been reconciled?

Which outstanding invoices match the payment of 12 July of 1,250 euros?

Reconcile invoice 2026-0142 against that payment.

Write off the remaining difference of 0.02 euros to the payment differences account.

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