How Remittance Matching Works in Xero & QuickBooks, Step by Step

Get remittances into RemitClear in seconds, in any format.

Drag and drop remittance files directly into RemitClear, or batch upload 20+ files at once. PDF, Word (.docx), Excel (.xlsx/.xls), CSV, and TSV are all supported out of the box. You can also set up email forwarding. Forward a remittance email and RemitClear picks up attachments automatically, or extracts data directly from the email body text if no attachment is included.

RemitClear supports PDFs (structured tables, freeform text, or scanned documents), Word documents (.docx), Excel spreadsheets (.xlsx/.xls), CSV and TSV exports, and plain-text email bodies. Whatever format your clients send, the system handles it without any template configuration.

Duplicate detection ensures you never process the same remittance twice. Each upload is hashed and checked against your recent history within a 30-day window.

Every invoice number, amount, and detail is extracted automatically.

RemitClear's AI-powered extraction engine reads each document and extracts the payer name, payment date, currency, total amount, payment reference, and every individual invoice line item, including invoice numbers and allocated amounts.

The extraction uses your configured invoice prefixes so it knows the numbering patterns to expect, and picks up unusual numbering formats too, so a line is not lost just because it does not look like a typical invoice number. Extraction accuracy stays high on any remittance format.

Extracted data is presented alongside the original PDF so you can verify results at a glance. The entire extraction process takes under 10 seconds per remittance.

Extracted invoices are matched to your open AR invoices instantly.

RemitClear fetches your open accounts receivable invoices directly from Xero or QuickBooks Online and matches them against the extracted invoice numbers. The matching engine handles exact, partial, and prefix-based invoice numbers, so a number that differs slightly between the remittance and your ledger still finds its invoice.

Each match receives a confidence score reflecting how closely the amount agrees with the invoice and how cleanly the invoice number resolves. This gives you clear visibility into how confident the system is about each match.

Already-paid invoices are automatically detected and flagged. If a remittance references an invoice that's already been settled in Xero or QuickBooks Online, RemitClear alerts you rather than creating a duplicate payment.

Confirm matches and handle any exceptions.

Review all matched invoices in a clear side-by-side view with the original PDF. Approve matches that look correct, adjust allocation amounts if needed, or remove incorrect matches entirely.

For invoices that didn't auto-match, use the built-in search to find the right invoice by contact name or invoice number across your entire Xero organisation or QuickBooks company. Add manual matches without leaving the page.

RemitClear validates that your total allocations match the remittance total before allowing you to post, preventing over-payments and under-payments from reaching your ledger.

One click to post: batch or individual payments.

On Xero, choose how to post: as a single batch payment covering all invoices, or as separate individual payments. The right choice depends on how payments appear on your bank statement. RemitClear supports both workflows. On QuickBooks Online one payment covers every invoice that customer is paying, and there is no 200-invoice batch ceiling to work around.

Payment references are formatted as "{payer name} | {reference}" for easy bank feed matching in Xero or QuickBooks Online. The original remittance PDF can be automatically attached to each matched invoice, creating a complete audit trail.

After posting, RemitClear stores direct links to the payment and each invoice in Xero or QuickBooks Online. One click takes you straight to the transaction in your Xero organisation or QuickBooks company for verification.