Bank Reconciliation & Statements with UiPath

Daily download, manual matching

Every morning the accounting team downloaded statements from the bank portal and matched incoming payments to open invoices by hand. This was monotonous, time-consuming, and error-prone at high volume—cash-discount deadlines and dunning runs suffered from the delay.

Multiple bank accounts and subsidiaries multiplied effort: each account meant separate login, export, and reconciliation in accounting. Holidays and sick leave caused backlogs that took days to clear.

Team leads wanted transparency on which payments were still open—instead of Excel lists parallel to the ERP. The manual process did not deliver reliable near-real-time visibility after bank posting.

Portal and accounting without an interface

The bank portal offered no automated export for this use case, and the desktop accounting system had no open API. A classic integration was therefore ruled out; the process had to run through the user interfaces.

The bank offered MT940 export for large clients, not for the account setup in use; accounting was an established on-premise product without REST. Middleware would have taken months and would not have relieved daily work.

Strict requirements applied to credential handling and logging—credentials must not sit in scripts, and every posting had to remain traceable.

RPA as a bridge between portal and ERP screen

Instead of waiting for future API projects, a robot should automate the recurring path: login, download, match, post—daily, before processing starts. Business control stayed with accounting for genuine clarification cases.

The service provider already used UiPath elsewhere; a second tool was unwanted. Resilience to portal updates and clear escalation on ambiguity mattered more than maximum auto-match at any cost.

Cash discounts and dunning depended directly on daily bank close—delays cost real money. Hence priority on a reliable morning run over experimental AI matching.

UiPath fetches the statement and posts

A UiPath robot logs into the bank portal, downloads the daily statement, and reads the transaction lines. Based on reference text, amount, and reference, it matches payments to open items and posts them in the desktop accounting system—entirely through the screen.

The solution connects RPA process automation with pragmatic finance operations—a typical RPA instead of API case when portal and desktop software offer no interfaces. Deeper work later under API integration.

“The same click chain every morning had to go. UiPath handles download and clear matches; we only handle real clarification cases.”

Clear matches automatic, the rest to the clarification list

Only unambiguous matches are posted automatically. Ambiguous or missing matches go to a clarification list with a notification to accounting instead of being posted incorrectly. Control stays with the specialists.

Matching rules combine amount, reference text, customer number, and payment reference; partial payments and batch transfers have their own rules with minimum confidence. Rules are versioned and aligned with accounting when needed.

The clarification list includes screenshot excerpt, suggested candidates, and link to the bank line—clerks decide in minutes instead of researching from scratch.

Secure and traceable

The run starts daily via the Orchestrator; credentials are held securely in the credential store, and every step is logged. Robust selectors and error notifications handle portal changes. Delivered by Groenewold IT Solutions in East Frisia.

Two-factor handling and session timeouts are modeled in the workflow; on abort no half-posted day is created. Logs contain posting ID, match score, and timestamp—audit-ready without plain-text passwords.

Effort and ROI can be planned with the automation cost calculator; similar finance processes appear in automation references and CRM & finance references.

Operations, maintenance, and continuous improvement

“Automation does not mean blind posting—that is why the clarification list stays mandatory, and every rule change goes through team-lead approval.”

Monthly reviews analyse match rate and clarification reasons; new vendors or payment patterns feed rule updates. On portal updates a sandbox run tests before the production schedule. Made in Germany—delivery and support from East Frisia.

Faster reconciliation, less monotony

Most incoming payments are matched and posted automatically; accounting only handles genuine clarification cases. Open items are current sooner, improving dunning and liquidity overview.

Cash discounts are missed less often because bank postings are in the system by late morning. Clerks gain time for review and advisory work instead of repetitive portal clicks.

Management gets earlier liquidity indicators because daily close is predictably reached before noon—not dependent on individuals and manual sequencing.

Reference for RPA in financial accounting

The project shows how a recurring finance process can be automated with UiPath alone when portal and accounting offer no interface—with a clear split between automation and clarification cases.

For service providers and mid-market companies the pattern transfers: daily bank run, rule-based matching, human control on ambiguity. More examples in the automation hub and CRM finance references.

Long term a real bank API or ERP interface can follow—until then RPA delivers immediate relief without months-long integration projects.