Match the payments
your system leaves open.
Your accounting system matches payments that carry the correct reference number. The rest wait for someone to search the open invoices. The workflow suggests an invoice for each open payment and shows why. Your accountant confirms the match before anything is recorded.
Free 60-minute workshop, no obligation. If your accounting system already handles this, we’ll say so.
A foreign customer pays with only the invoice number in the message.
One transfer covers three invoices, and someone splits it by hand.
A customer deducts a bank fee or a discount, so the amount no longer matches.
A suggested match
for every open payment.
Payments without a reference number wait for someone to open the bank statement, search the open invoices and work out what the customer paid for.
The manual work
Searching open invoices by amount and customer name, splitting combined payments and keeping a separate list of unexplained items.
What KajoAI can build
An n8n workflow that compares unmatched bank transactions with open invoices and suggests a match with the reason for it. Your accountant confirms each suggestion before anything is recorded.
EUR 7,950.00 received without a reference number
Illustrative bank transaction. Message from the payer: “Invoices 1187 and 1192”.
Your accountant confirms the match.
After confirmation, the workflow marks both invoices as paid in your accounting system.
- Get the transactions
Read new bank transactions that your accounting system has not matched.
- Compare with open invoices
Check the amount, the payer, invoice numbers in the message and the due dates.
- Review the suggestions
Your accountant confirms or rejects each suggestion. Unclear payments stay on a review list.
- Record and report
Update confirmed payments and send a short summary of the items that are still open.
Manual steps this can remove
Searching for the right invoice, splitting combined payments by hand and keeping a separate list of open items. Your accountant still decides how each payment is recorded.
Measure the difference: payments matched without a manual search, unmatched items at month-end, and hours spent on reconciliation. Agree a baseline before the build.
What the n8n workflow could look like.
A simplified view of the steps in a first version. Your systems, rules and approval steps decide the final design.
Bank transactions can come from your bank’s statement files or from the transaction data already in your accounting system. We choose the source with your finance and IT teams.
Read-only bank access: The workflow only reads transactions. It cannot make payments or change anything in your bank.
Automatic recording: After a test period, you can decide to record high-confidence matches automatically. Every automatic match stays visible in the daily summary.
This is a proposed workflow example, not a published customer result.
One bank account.
Clear matching rules.
Start with incoming payments to one bank account and the cases your team handles most often, such as missing reference numbers or combined payments.
Good fit when
Many payments arrive without a reference number, for example from foreign customers, or customers often pay several invoices at once.
You provide
An accountant who owns the process, example transactions from recent months, your matching rules and an IT contact for system access.
Agree before building
Which matches need confirmation, the tolerance for amount differences, and which accounts and data the workflow can access.
This page describes a workflow we can build for your process. It is an example of what is possible, not a published customer result.
From the first call to something
running in your business.
Four steps. The scope and the price are agreed in writing before any work starts, the build runs against your real data, and a named person on your side is trained at handover.
- Free workshop
60 minutes. We map how payments move through your business today and where they stall.
- Fixed-price proposal
Scope and price agreed in writing before any work starts. No hourly billing and no open-ended project.
- Build and test
Built against your real transactions and systems, not a demo environment. You see it working before it goes live.
- Handover
We train a named person on your side. The workflow is yours from that day.
Know what you are buying
before the build starts.
Fixed price, agreed scope and a working solution in weeks, not an open-ended project. Each package builds on the one before it.
PACKAGE 1
Open items list
€3,400
1 bank account + rules · 2–3 weeks
- Each morning, a list of payments your accounting system did not match
- A suggested invoice and the reason for each payment
- Read-only access. Nothing is recorded automatically
Test run with your recent transactions
RECOMMENDED
Confirmed matching
€4,900
1 bank account + 1 accounting system · 3–5 weeks
Everything in Open items list, plus:
- Your accountant confirms or rejects each suggestion in one step
- Confirmed payments marked as paid in your accounting system
- Combined payments split across the right invoices
Matching rules workshop
PACKAGE 3
Month-end ready
€6,400
Several accounts + month-end report · 5–7 weeks
Everything in Confirmed matching, plus:
- Several bank accounts in the same workflow
- Rules for amount differences, such as bank fees and discounts
- A month-end summary of open items for your controller or accounting firm
Review after the first month-end
Prices exclude VAT. The fixed price covers the standard scope described above. Software and usage costs, such as n8n and AI processing, are paid to the providers and shown separately in the proposal. Additional work is agreed separately.
Questions we hear on
almost every first call.
No. The aim is to connect what you already use. Common Finnish accounting systems, such as Procountor, Netvisor and Fennoa, offer an API, but access and costs depend on your subscription, so we check this first.
Only if enough payments stay open. Reference-number payments are already handled well by most accounting systems. In the workshop, we look at how many payments stay unmatched each month and tell you whether the workflow is worth building.
No. The workflow only reads bank transactions. It cannot make payments or change anything in your bank.
Not in a first version. Your accountant confirms each match. After a test period, you can decide to record high-confidence matches automatically, and every automatic match stays visible in the summary.
Yes, if the manual work happens on your side. We agree the setup with you and your accounting firm, so the workflow supports how you already share the work.
That depends on the agreed setup. Before connecting data, we identify the hosting location, the services that process it, access permissions and retention periods. n8n can run as a cloud service or on your own infrastructure. We walk through exactly what is stored, where and for how long.
You do, and you can. The workflow is yours, it runs without us, and we train a named person on your side. Failed runs are logged and alert that person, and items that could not be processed stay on a list. If you would rather we kept an eye on it, just ask, but you are not locked in.
Start somewhere else
in the finance process.
Each workflow works on its own. If you start with one, the next one reuses the same connections to your systems.
How many payments stay
unmatched each month?
Bring a recent list of unmatched payments or a bank statement export. In a free one-hour workshop, we map the current steps, check your systems and recommend a package with a fixed price.
What you leave with
A picture of which payments stay open and why, the matching rules worth agreeing first and a recommended package. If your accounting system already handles this with its own tools, we will say so.
Free 60-minute workshop · No obligation to proceed.