Five things to consider before automating reconciliations

Before investing and implementing any tool – for automating reconciliations or otherwise – it’s important to evaluate what you’re currently working and faced with. 

This starts with a comprehensive audit of your current reconciliation processes to identify problem areas, assess opportunities for improvement, and determine where automation can streamline operations.  

Ask yourself: Are manual tasks consuming too much time? Are discrepancies frequent but poorly tracked and inefficient? By clearly mapping out these challenges you’ll be better equipped to find a solution that truly fits your team’s needs. 

Xceptor experts’ checklist when reviewing processes for automation

The first step is to review how things are currently working (manual or automatic with an incumbent solution), who does what, and most importantly understand what you’re trying to achieve. Are there specific projects automated reconciliation applies to? Does it need to integrate seamlessly with other technologies and systems? Who needs access to it?  

Here’s our step-by-step checklist to get you started:  

• What tools are already in place,  do you currently have in place? 
•  Which teams are using them, and how?  
• What’s currently manual or automated? 

• Which systems work well together? 
• Which (if any) are causing the biggest challenges? (And what are these?) 
• Are there any integration challenges between systems?  
• How long do current processes take? 
• Based on the above – what does “good” look like?  

• How clean, accessible, and usable is your data? 
• Is your data being standardised into consistent formats? 
• Is there an ID on both sides? 
• Are you matching ideal fields, or making compromises?  
• Is your data in an accessible location to all systems and teams who need access to it?  

• What do you want to reconcile automatically, and why?  
• Which reconciliations should be automated first?  
• Why will automation add value? I.e., time savings, error reduction, improved visibility, or compliance 

• Once you understand what you’re looking to automate, the next step is to outline which processes to prioritise.  
• Some reconciliations need to be bulletproof – non-negotiable ability to work – others just need to be functional and easily amendable. Identify what processes apply to which within your organisation, and invest effort, time, and resources accordingly.

From planning to implementation

Compiling this analysis helps you understand not only what you need, but also what steps to take to achieve it.  

With your checklist complete and a clear direction in mind, the next step is implementation, starting with selecting the right solution for your business whether that’s building an in-house solution or partnering with an existing provider.

Automate with confidence

Choosing the right reconciliation solution means more than just ticking boxes – it’s about partnering with a provider that understands your operational complexity and can evolve with your business.  

Xceptor combines powerful automation, intelligent exception handling, and real-time data processing in a no-code platform built for business users. 

From data capture to reporting, Xceptor empowers teams to reconcile faster, smarter, and with full transparency. If you're ready to move beyond manual processes and legacy tools, Xceptor is here to help you take the next step.