Frequently Asked Questions

Remittance advice is a document sent by a customer alongside a payment to indicate which invoices the payment covers. It typically includes invoice numbers, amounts, and a total payment figure. Remittance advices are commonly sent as PDF attachments via email. Accounts receivable teams use them to match incoming payments to the correct open invoices, a process known as cash application.

Remittance advice processing is the accounts receivable task of receiving remittance documents, extracting invoice details from them, and matching those details against your open invoices to apply payments correctly. Traditionally done manually (involving reading PDFs, cross-referencing invoice numbers in your accounting system, and posting payments one by one) this process can take AR teams hours every day. Automated remittance processing software like RemitClear eliminates this manual work by using AI to extract and match data in seconds.

RemitClear uses AI-powered OCR to read your remittance advice and extract invoice numbers, amounts, payer details, and payment references. It then matches these against your open accounts receivable invoices in Xero or QuickBooks Online using intelligent matching algorithms, including exact match, partial match, and prefix-based matching, with a fallback that matches on the payer's own reference, PO number, or supplier reference when the invoice number alone isn't enough. The whole process takes seconds, even on remittances running to hundreds of invoice lines, with a 99% automatic match rate on standard remittance formats.

RemitClear connects to your Xero organisation via secure OAuth2 authentication using Xero's official API. It reads your open AR invoices for matching, then posts payments back to Xero, either as a batch payment (single transaction covering multiple invoices) or as individual payments per invoice. The original remittance document can be automatically attached to each matched invoice and to the batch payment itself in Xero for a complete audit trail. All data stays in sync between RemitClear and Xero in real time.

RemitClear connects to your QuickBooks Online company through secure OAuth and runs the same matching engine it uses for Xero: it reads your open AR invoices and matches each remittance line on exact, partial, and prefix-based invoice numbers, with the same confidence scoring applied to every line. Approved allocations post back as a QuickBooks payment, one per customer, applied across every invoice that customer is paying, and the original remittance can be attached to the payment and its invoices for the audit trail. Credit memos listed on the remittance are applied to the invoices they offset before the net payment posts, and nothing posts at all if a credit cannot be applied in full. Because QuickBooks applies one payment across many invoices natively, there is no batch-versus-separate choice to make. Netting customer invoices against supplier bills on the same contact is a Xero capability, where RemitClear posts against bills as well as invoices. Intuit Enterprise Suite runs on the QuickBooks Online platform and works the same way, with each entity connected on its own under one login.

RemitClear connects to Sage Accounting through Sage's own sign-in, for UK businesses on Accounting Standard or Accounting Plus, and runs the same matching engine it uses for Xero and QuickBooks Online. It reads the open sales invoices and credit notes in your Sage business, matches each remittance line on exact, partial, and prefix-based invoice numbers, and scores every line the same way. Approved allocations are recorded as customer receipts, one per customer, allocated across every invoice that customer is paying and paid into the bank account you choose, with the original remittance attached to the receipt. Credit notes listed on the remittance are allocated to the invoices they offset before the receipt is recorded.

RemitClear supports PDFs, Word documents (.docx), Excel files (.xlsx/.xls), CSV and TSV exports, and plain email text. PDF remittances are the most common format. Whether they contain structured tables, freeform text, or scanned images, our AI-powered OCR handles them accurately. Excel remittances are also fully supported: structured spreadsheet data is parsed and matched just like a PDF. For remittances sent as plain text in an email body (with no attachment), simply forward the email and RemitClear will extract the invoice details directly from the message text. You can upload files via drag-and-drop, batch upload 20+ at once, or forward emails for automatic processing.

RemitClear achieves a 99% automatic match rate across standard remittance formats. Every match carries a confidence score that reflects how closely the amount agrees with the invoice and how cleanly the invoice number resolves. When confidence is lower (for example, if invoice numbers are slightly different between the remittance and Xero) the system flags the match for your review. Automatic posting is off until you switch it on, and with it on only 100% confidence matches post without review.

Yes. RemitClear supports batch upload: drag and drop 20 or more remittance files at once and they're all processed in parallel. Each remittance is independently extracted, matched, and queued for your review. This is particularly useful at end-of-month when dozens of remittance advices arrive at once. You can also set up email forwarding for hands-free processing.

There is no line limit to work around. RemitClear has read and matched single remittance documents of 600+ invoice lines in one pass, and NDIA, grocery and staffing remittances running to several hundred lines each are routine. Where one remittance covers more invoices than Xero's 200-invoice batch payment limit allows, the posting is split into sequential batches automatically, so you never break the document up by hand. If most of your remittances are small but two or three payers send very large ones, bring those large documents to the demo: that is where the manual hours actually are.

When an invoice number from a remittance doesn't match any open invoice in Xero, RemitClear first tries the other identifiers on the line, including the payer's own reference and PO number. Only if nothing resolves is the line flagged as an exception. You can then use the built-in manual search to find the correct invoice by contact name or invoice number across your entire Xero organisation. You can also allocate partial amounts, adjust allocations, or mark invoices as already paid, all within the same workflow without switching between systems.

Yes, once you switch automatic posting on in Settings. A match posts on its own only at 100% confidence: every line matched on its own invoice number, the total agrees to the cent and every invoice settles exactly. Anything else, an unmatched line, a part payment, a deduction, a possible duplicate or a document that isn't a remittance advice, waits for someone to approve it. Every automatic post carries the original remittance for the audit trail, and you can switch it off again at any time.

RemitClear reads it. Forward the email to your workspace's RemitClear address and the invoice numbers and amounts are extracted from the body text, the same as from a PDF, including tables pasted into the email that run to hundreds of rows. It's common with smaller payers, and with supermarket and ERP payment runs that send the advice as the email itself. You can also drag a saved .eml file into the inbox.

Yes. RemitClear supports multiple Xero organisations from a single workspace. Bookkeeping practices and accounting firms managing several client entities can connect each Xero organisation separately, with its own invoice prefixes, bank account settings, and remittance history. Each organisation's data is kept isolated, so your team processes remittances per client without switching between accounts. QuickBooks Online companies and Intuit Enterprise Suite entities connect the same way, each on its own.

Yes. When posting matched invoices to Xero, you can choose to post as a single batch payment (one transaction covering all matched invoices) or as separate individual payments (one payment per invoice). The right choice depends on how the payment appears on your bank statement. If your client sends one lump sum covering multiple invoices, batch payment is usually the best fit. If each invoice is paid separately, individual payments keep your Xero records aligned with your bank feed.

RemitClear works with any Xero or QuickBooks Online organisation, in any country either ledger serves, and with Sage Accounting businesses in the UK. There is nothing region-specific to configure: the matching engine reads whatever remittance format your customers send, in whatever currency, and posts to your ledger. Remittance advices covering ACH, check (cheque), wire, BACS and EFT payments are all read the same way, and multiple currencies are supported for organisations operating in more than one country. It is particularly well-suited to industries where customers regularly send multi-invoice remittance advices, such as construction, engineering, healthcare, professional services, and wholesale distribution.

Yes. RemitClear handles complex grocery retail and FMCG remittance formats including ASDA, Sainsbury's, Tesco, Morrisons, NISA, Costco, and Booker. Multi-page remittances with 200+ line items are processed in under 30 seconds. Grocery and FMCG remittances are among the most time-consuming to process manually due to their volume and complexity. RemitClear handles them automatically, including promotional deduction codes and credit adjustments.

Yes. NDIS providers are paid by dozens of plan managers, each sending its remittance advice in its own layout, plus the NDIA directly for agency-managed participants, and a single document can list hundreds of lines across many participants. RemitClear's AI-powered OCR reads every layout as it arrives, with no per-payer template, and matches each line against your open invoices in Xero. NDIS plan managers and disability service providers use RemitClear to automate what would otherwise be hours of manual reconciliation per remittance.

Your Xero connection uses OAuth2 authentication. RemitClear never stores your Xero password. All data is encrypted in transit and at rest. Uploaded remittance files are stored in secure, isolated storage scoped to your workspace. Optional two-factor authentication adds an extra layer of protection to your account. RemitClear only accesses the Xero data it needs: open invoices, contacts, and payment posting, nothing else.

Cash application is the process of matching incoming payments to open invoices in your accounting system. Cash application automation uses AI and OCR technology to do this automatically: reading remittance advices, extracting payment details, and matching them to your invoices without manual data entry. RemitClear is a cash application automation tool for cloud ledgers, connecting natively to Xero and QuickBooks Online, handling the entire workflow from upload to payment posting.

RemitClear provides a dedicated email address for your workspace. When you forward a remittance advice email to this address, the system processes it automatically, extracting any attachments (PDF, Word, Excel, CSV) if present, or reading the remittance details directly from the email body text if no attachment is included. Extracted invoices are matched against your open invoices in Xero or QuickBooks Online, and with automatic posting on, exact matches post on their own while the rest wait for review. This means your team can process remittances without logging into RemitClear at all, from any email client.

We quote you rather than publish a price list, because remittance volume varies so much between teams that any list price would be wrong for almost everyone. Your price is based on volume, not on how many people use it, so you can add your whole finance team for free. Book a demo and we'll give you a number built on your real volume.

How many remittances you send us, how big they are, and how many accounting organisations you connect. A remittance covering hundreds of invoices is far more work than one covering a single invoice, so both count, and a group running several entities gets a quote that covers all of them. Seats are free either way. RemitClear measures your volume for you, so the quote is built on real numbers rather than an estimate.

Book a demo and we'll walk you through RemitClear with examples, or your own remittances if you'd like. Every customer gets a 30-day money-back guarantee, no risk to get started. Setup takes minutes: connect your Xero or QuickBooks Online organisation, configure your invoice prefixes, and start uploading remittances. Most teams are processing their first remittance within 15 minutes of going live.