Finance
Closing the quarter without chasing receipts
Match bank movements against the invoices that arrived by email, find the receipts that are missing and hand the quarter over ready.
Who it is for
Finance and admin teams in small and mid-sized companies, high-volume freelancers, and firms preparing their clients' close.
The scenario
Every quarter closes the same way: a bank statement in one tab, the inbox in another and a downloads folder full of invoices named invoice_final_v2.pdf. Each charge has to be identified, matched to the email that carried the invoice, checked against the amount and filed where it belongs.
The problem is not difficulty, it is volume and dispersion. The information exists, but it lives split across the bank, three inboxes, the department's Drive and the attachments somebody forwarded to themselves. Nobody has the whole picture until they sit down and assemble it by hand — and by then the accountant is already asking for the numbers.
The usual outcome is two or three days of mechanical work per quarter, plus the back and forth over receipts that never turn up and end up written off as non-deductible.
Where it gets stuck today
- A receipt may sit in an email, in an attachment or in a shared folder, with no way to know without looking
- Recurring subscriptions produce dozens of invoices identical except for the date and the amount
- Amounts do not always match: fees, currency conversion, bundled charges
- When a receipt is missing, nobody knows whether it never arrived or was simply misfiled
- The process only exists in one person's head
How Genia Ops helps
- 01
Index the inbox and folders where the invoices already are
You connect Gmail or Outlook and whichever cloud storage you use. Genia Ops indexes emails, threads and attachments into the knowledge graph: every PDF stays linked to the email that carried it, the sender and the date.
- 02
Upload the statement and the agent reconciles it
You hand it the period's bank statement and describe the goal in one sentence. The planner breaks it down: one objective per recurring vendor and one for the one-off charges, each with its own tasks.
- 03
Each agent searches, compares and documents
The agent on each objective looks for the invoice behind every charge, checks the amount and the date, and records where it found it. When the amount does not add up — a fee, a currency conversion — it flags it instead of forcing the match.
- 04
It asks instead of inventing
If a charge has no locatable receipt, the agent does not wave it through: it raises the question in the chat with whatever it did find, and you decide whether to chase the vendor or mark it non-deductible.
What you end up with
- A charge-by-charge reconciliation with each receipt linked to its origin
- The short, actionable list of what is missing and who to chase for it
- The invoices collected and filed in the folder you share with your accountant
- A record of how each conclusion was reached, reviewable months later
Sources in play
- Gmail and Outlook
- Google Drive
- Dropbox
- OneDrive
Does this sound familiar?
Tell us how you work today and we will show you how it looks with Genia Ops.