Overview
Every first week of the month, the question is the same: "is the reconciliation done?" The answer is usually "almost". The reconciliation exists, but it lives in one spreadsheet per analyst, in network folders, in statements that arrived by email, and in a message from the coordinator asking for an adjustment on one account. To know the status, someone has to open the accounts one by one.
The reconciliation itself is rarely the problem. It is everything around it: who reconciles each account, where the statement is, who justified the difference, who reviewed it and when it was approved. When an auditor or a client asks, the firm reconstructs the story instead of retrieving it.
In any routine, it is worth recording per account: the owner, the deadline, the balance source (statement or ledger), the book balance, the difference found, the justification for each difference, the attached evidence file, the review and the approval. If any of these depends on memory or a chat message, it will fail in a peak month.
Building the flow in Cadenio
Monthly reconciliation becomes a Flow with four steps in sequence. Each has an owner, a deadline and a record.
- 1
Collect statements and ledger
Files are attached to the run itself. The step can be a stop task: the next one only unlocks once the required files are attached, so nobody reconciles without a statement. If the statement comes from the firm's client, the task can be shared by link with someone who has no account, who uploads the files straight into the flow, with the access recorded.
- 2
Account-by-account reconciliation
Numeric fields for the statement balance and the book balance, a difference field, and a mandatory justification whenever there is a difference. The list of accounts can live in a Data Source, to keep the chart of accounts in one place.
- 3
Coordinator review
Approval by batch of accounts, recording who approved and when. For adjustments above a value the firm defines, a conditional rule can require a second approval, for example from the controller.
- 4
Close
With every account approved, the run is completed and can be exported as PDF or CSV, with the approvals and attachments, to hand to the client or keep for the audit.
Schedule it once, run it every month
Instead of someone remembering to open the reconciliation, the Flow is scheduled to start automatically on a monthly recurrence. Cadenio creates the run, assigns the steps to the owners and computes the deadlines. If a run fails to start, the flow owner is alerted.
Reminders and escalation
Every step has a deadline and an owner. You can configure reminders ahead of the due date and, if a step runs late, reassignment to a backup with a notice to the coordinator. The coordinator stops opening spreadsheets to see what is late: the dashboard shows status per run.
Audit without reconstruction
Every action lands in the log: who started the step, who attached what, who changed what, who approved and when. Approval signatures can be verified on the exported PDF. When an auditor, a client or the tax authority asks how that account was reconciled in March, the answer is a run, not an inbox search.
Start small
You do not need to migrate everything at once. Pick the highest-risk or highest-volume accounts, such as bank and accounts payable, build the flow with those and run it for one month. Adjust the fields with what the team missed, and only then expand.
What the tool does not solve
Cadenio organizes the execution and the proof of the work. It does not replace the accounting professional's judgment or the accounting system where entries are posted, and the reconciliation criteria remain those of your procedure and the applicable standard.