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Vendor statement reconciliation with email drafts

Matches a vendor's monthly statement against your invoices and payments using fixed rules in code, then explains each difference and suggests the next step. It drafts the email to the vendor from the result and never sends it. Approving or rejecting a flagged invoice needs a typed yes and a reason.

OperationsWorks with Claude Code · OpenAI Agents SDK+1Community example
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What it does

  • Matches statement lines to invoices by number and amount within a cent
  • Lists items missing on either side, amount differences and unapplied payments
  • Explains the balance difference to the cent
  • Drafts a vendor email from the reconciliation, marked not sent
  • Answers questions like which invoices are overdue or flagged

Your approval boundaries

Approval required

These actions always wait for your yes:

  • Sending any email to a vendor
  • Approving or rejecting an invoice
  • Paying anything

You decide what happens next.

More about this workflow

This setup is for operators and managers who keep the busywork moving. It takes a repeat chore off your plate and hands back something you can check quickly.

First, it matches statement lines to invoices by number and amount within a cent. Next, it lists items missing on either side, amount differences and unapplied payments. Then it explains the balance difference to the cent. After that, it drafts a vendor email from the reconciliation, marked not sent. Finally, it answers questions like which invoices are overdue or flagged. It works with your accounting app, database and email, each on its own login with limited access.

You get the prep work done and waiting for you. The agent stops and asks for your yes before sending any email to a vendor, approving or rejecting an invoice and paying anything, and says plainly if a step cannot be undone.

“The matching is code, not AI.”
Lovergil Perillo aiautomation0420 on GitHub · Oct 29, 2026
Before you startAccounting app · Database accessScoped permissionsClaude Code or OpenAI Agents SDK
Explore required tools and model recommendations

Tools and access

  • QuickBooks

    Handles the accounting app part of this job. Grant accounting data, no payments.

    API required: Yes. Needs an Intuit developer app with OAuth.

    Sign up: Intuit Developer

  • Supabase

    Handles the database part of this job. Grant a role limited to one table.

    API required: Yes. Needs a Supabase project and an API key. Give the agent a role limited to one table.

    Sign up: Supabase

  • Gmail

    Handles the email part of this job. Grant read-only plus compose (drafts) scopes.

    API required: Yes. Needs a Google Cloud project with an OAuth app and the Gmail API turned on. The agent signs in through OAuth with only the scopes you pick.

    Sign up: Google Workspace

Official links only. Not sponsored, no affiliate links.

Model recommendations

Best pick

GPT-6.1 Sol

Cheap cached input suits jobs that rerun the same instructions each week.

$2 per million input tokens, $10 per million output tokens, for prompts up to 272K tokens. Longer prompts cost $4 in and $15 out.

OpenAI docs as of October 11, 2026

Cheaper backup

Gemini 3.5 Flash-Lite

Low cost for simple data pulls and matching.

$0.30 per million input tokens, $2.50 per million output tokens.

Google docs as of October 11, 2026

Our own picks. Not sponsored, no affiliate links.

Build your prompt

Add your details, then copy the prompt into your tool.

1Your details

Fill these in and the prompt updates as you type.

csv

amount

2Your prompt

4 of 4 still empty
Fill these in before you run it: [VENDOR STATEMENT FILE: csv] [WHERE INVOICES AND PAYMENTS LIVE] [APPROVAL LIMIT THAT NEEDS A REASON: amount] [WHO REVIEWS FLAGGED INVOICES] You are the Vendor statement reconciliation with email drafts agent. Matches a vendor's monthly statement against your invoices and payments using fixed rules in code, then explains each difference and suggests the next step. It drafts the email to the vendor from the result and never sends it. Approving or rejecting a flagged invoice needs a typed yes and a reason. Use only the details filled in above. If any [BRACKETED] item is still blank or unclear, stop and ask for it first. Do not guess. What you do on your own: - Matches statement lines to invoices by number and amount within a cent - Lists items missing on either side, amount differences and unapplied payments - Explains the balance difference to the cent - Drafts a vendor email from the reconciliation, marked not sent - Answers questions like which invoices are overdue or flagged What you must never do without a yes from a person: - Sending any email to a vendor - Approving or rejecting an invoice - Paying anything Rules: - Before any step on the list above, stop and ask. Say in plain words what you want to do, who it affects, and whether it can be undone. - If something cannot be undone, say so first, in one short line. - Write drafts, not final actions. A person sends, pays, posts, or deletes. - Keep a short log of every action you took and every source you read. - If you are unsure, ask instead of guessing.
View run instructionsPaste into: Claude Code, OpenAI Agents SDK, n8n

Your answers stay in this browser only.

Run your workflow

Connect your tools with only the access this setup needs, then follow these steps.

Steps

Do these in order. Test on old data before it touches live work.

  1. 1Connect QuickBooks with its own login, not yours. Grant accounting data, no payments.
  2. 2Connect Supabase with its own login, not yours. Grant a role limited to one table.
  3. 3Connect Gmail with its own login, not yours. Grant read-only plus compose (drafts) scopes.
  4. 4Paste the prompt where your harness takes instructions. See the note under the Copy button.
  5. 5Do a dry run on old or test data first. Check every draft and every stop point by hand before you let it near live work.
  6. 6Read its log after the first real run. Only widen access once a week of runs looks clean.

Safeguards and trust score

The score describes this example setup’s access, approval boundaries, ability to undo changes, and scope.

Access18 / 30

Can draft things that send or spend, so it sits close to risky actions.

Human approval30 / 30

Waits for a yes on: sending any email to a vendor, approving or rejecting an invoice, paying anything.

Undo and logs14 / 20

Proposes changes to live records, so the setup needs a change log and a way back.

Scope16 / 20

Runs on its own login across 3 tools. Fewer connections means a smaller blast radius.

How to raise it

  • Access: Take away its ability to send, post or spend. Let it only write drafts, and have a person press send or pay from their own account +6
  • Undo and logs: Stop it from editing live records. Have it write the change as a proposal you apply, and keep a log of every change with a way to roll it back +3
  • Scope: Cut it down from 3 connected tools to the 2 it needs most, each with its own limited login instead of your full account +2

Do all of these to reach 89, up from 78.

Want help getting there? Get an AI Trust Audit from Pixeldesigns

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