What is a supplier statement?
A supplier statement (US: vendor statement; in Portugal, extrato de conta corrente) is a periodic summary from a supplier listing the invoices it has issued to you, the credit notes, and the payments it has received, with the balance it believes you owe. Reconciling it means ticking each line against your own records and explaining every difference.
For a contractor the statement usually mixes several job sites. A concrete or steel supplier may be delivering to three sites under three contracts, and its statement shows one balance.
Why don’t statements agree with your records?
Returnable pallets are a frequent source of small differences: they are charged on the invoice and credited when returned. See pallet deposits.
| Difference | Typical cause | Where to look |
|---|---|---|
| Invoice on the statement, not in your ledger | Invoice lost, sent to the wrong address, or held on site | Inbox, site office, AP queue |
| Invoice in your ledger, not on the statement | Posted twice, or posted to the wrong supplier | Duplicates by number and supplier |
| Balance differs by a round amount | Credit note issued but not received, or not yet issued | Disputed lines, returns, pallet credits |
| Payment not shown | Timing: paid after the statement date | Payment run dates |
| Amount differs on one invoice | Price or quantity dispute still open | Review notes for that document |
How is it done by hand?
Step 4 is where the time goes. If each invoice was not checked against delivery notes and contract prices when it arrived, the statement is where the questions finally surface — months later, with the site team moved on.
- 01Export the supplier’s ledger from your accounting system for the statement period.
- 02Tick each statement line against the ledger: invoices, credit notes, payments.
- 03List the unmatched lines on both sides.
- 04For each invoice in dispute, go back to the delivery notes and the contract to see who is right.
- 05Ask the supplier for missing invoices or credit notes, and record the reconciling items.
Where Audiree helps, and where it doesn’t
Audiree does not import or read supplier statements, and it is not your ledger. What it changes is what you reconcile from:
- Every document checked on arrival — each delivery note and invoice is read by AI, matched line by line to the contract and checked with ten deterministic validations; what matches is approved automatically and differences go to review with the exact amount.
- Duplicates caught up front — the same document sent twice is detected by document number or ATCUD plus supplier.
- Open differences are visible — lines in review carry the amount in question, so a disputed invoice on the statement already has its reason.
- Pallets tracked — returnable pallets still to be sent back are listed per job site.
- CSV export — checked documents per job site export to Excel, ready to compare with the statement or post in your accounting system.
What Audiree doesn’t do, and where it is available
Audiree is not an ERP, an accounting system or AP payment software. It does not pay suppliers, does not issue delivery notes or invoices, is not a certified tax archive and does not submit anything to the Portuguese tax authority (AT). It does not validate ATCUD codes, QR codes or signatures with the AT — the document number and ATCUD are used to catch duplicates. It gives no tax advice: VAT rates and reverse-charge treatment stay with your accountant. There are no ready-made connectors to specific ERPs; checked data exports to CSV for Excel or for posting in the system you already use.
Audiree is built in Portugal and works today with Portuguese construction companies. Reading does not depend on a document’s layout, so delivery notes and invoices from suppliers in other countries can be read as they are. If you run projects outside Portugal, we run demos with your own documents — but we don’t claim local tax rules or integrations for your market.
Frequently asked questions
Can Audiree read a supplier statement PDF and reconcile it automatically?
No. Audiree checks delivery notes and invoices against the contract. Statement reconciliation stays in your accounting process; the checked documents export to CSV for it.
How often should contractors reconcile supplier statements?
Commonly monthly for the main suppliers, and whenever a statement arrives with a balance that doesn’t match. It is quicker when each invoice was already checked on arrival.
Is supplier statement reconciliation the same as three-way matching?
No. Three-way matching checks each invoice against what was agreed and what arrived; statement reconciliation checks that both sides agree on the balance. See three-way match in construction.
What about credit notes for disputed lines?
Credit notes are supplier documents like invoices. The disputed line stays visible in the review queue with its amount until it is resolved, so you know which credit note to expect.