Remittance Matching for Facilities and Commercial Services, Automated
Cleaning, waste, property maintenance and other commercial service firms bill every site and every visit, then get paid by property managers, facilities companies and corporate payables teams in their own formats: check stubs, ACH advices, portal downloads and emailed PDFs. RemitClear reads each one, matches it to your open invoices in Xero or QuickBooks Online, and posts the payment.
Trusted by finance teams across Xero and QuickBooks Online
The Problem
Lots of Sites, Lots of Small Invoices, and Every Payer Paying Its Own Way
A service contract turns into a steady stream of small invoices: one per site per month, or one for every clean, collection or call-out. The customers paying them are property managers, managing agents, facilities management companies and the accounts payable teams of large businesses, and each one pays on its own schedule through its own channel.
Some pay by check, and the stubs arrive as a scan of the whole bank deposit. Some pay by ACH, BACS or EFT and send the advice from a payment portal. Some email a PDF covering forty properties, and some pay one invoice at a time. Whoever does the receipts works through all of it by hand, finding each invoice, often under a different customer record for every building, and keying the payment.
Xero and QuickBooks Online will record each payment, but neither reads the advice and applies it for you. When the work falls behind, your aged receivables overstate what customers owe, and collection calls go to people who've already paid.
The Solution
Every Payment Matched and Posted, However It Arrives
RemitClear takes the advice, stub or portal download, reads every line, matches each one to your open invoices and posts the payment into Xero or QuickBooks Online with the original document attached for audit.
How it works for facilities and commercial service businesses:
1. Send everything to one address
Forward advices to your RemitClear address, or set an inbox rule to do it, and upload the rest. PDFs, check scans, Excel and CSV exports and advices written in the body of an email are all read.
2. Each payment read, line by line
RemitClear extracts the payer, date, amount and every invoice on the advice or stub. Where your bank's scanner sends a whole check deposit as one PDF, it can split the file into one document per check, so each payment is matched on its own.
3. Matched across every site
Lines are matched on the invoice number, whichever customer record the invoice sits on, so a property manager paying for several buildings at once is handled in one go. In Xero, a work order or PO number kept in the invoice's Reference field is matched too.
4. Posted to your ledger
Once you approve the matches, the payment posts to Xero as a batch or separate payments, or to QuickBooks Online as one payment per customer. With automatic posting switched on, payments that match at 100% confidence post without anyone opening them.
Proof
What This Looks Like for a Service Business
A UK waste collection business has posted a single advice of 494 invoice lines through RemitClear into Xero. A US apartment painting and cleaning contractor, paid mostly by check by property managers, has each scanned deposit split into one document per check and posted to QuickBooks Online. A UK commercial kitchen maintenance business sees mostly single-invoice payments, and has posted an advice of more than 100 lines as well.
invoice lines on a single advice, matched and posted
templates to build for each payer's stub or advice
confidence matches post on their own once you switch it on
Much of the volume in this sector is small payments, often a single invoice each, and those are the documents automatic posting suits best. When one matches its invoice exactly it posts on its own, and anything short-paid or unclear waits for your team.
Who It Is For
Built for Service Businesses on Xero and QuickBooks
If you bill recurring work across many sites and spend hours applying the payments that come back, RemitClear applies them for you.
Commercial cleaning and janitorial
Contract cleaners invoicing per site, paid monthly by facilities managers, property managers and corporate payables teams.
Waste and recycling
Waste collection, clearance and recycling businesses invoicing every job and paid in bulk by large commercial accounts.
Property maintenance
Painting, turnover, repair and maintenance contractors paid by property managers, housing associations, strata and HOAs, often by check.
Grounds, security and pest control
Landscaping, security and pest control firms billing recurring service contracts across many locations.
Checks, ACH, BACS and EFT
Check stubs, ACH advices from payment portals and BACS or EFT remittances are all read the same way.
Scanned deposits, split
When the bank's scanner sends a whole deposit as one PDF, RemitClear can split it into one document per check.
One payer, many properties
A manager paying for several buildings at once is matched across each property's customer record, and QuickBooks Online gets one payment per customer.
If your receipts arrive as a mix of check stubs, portal downloads and emailed advices, and someone keys every one of them by hand, RemitClear is built for that work.
See RemitClear in action
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From remittance to posted
See RemitClear in Action
RemitClear reads each invoice line on a remittance advice, matches it to the open invoice in Xero or QuickBooks Online, and posts the payment once you approve it.
Remittance advice
Open invoices
FAQ
Frequently Asked Questions
Most of our customers pay by check. Can RemitClear read the stubs?
Yes. Scan the stubs to PDF and send them in, by upload or by email, and RemitClear reads the payer, amount, reference and the invoices each check covers. Where your bank's scanner produces one PDF for a whole deposit, it can split that file into one document per check, so each payment is matched and posted on its own. There's a step-by-step walkthrough of reconciling a batch of customer checks in QuickBooks Online.
A property manager pays for several of our sites with one payment. Will it match?
Yes. Each line is matched on the invoice number, whichever customer record the invoice sits under, so a payment covering several buildings is matched in full. In Xero it can post as a single batch payment across all of them. In QuickBooks Online it posts one payment per customer, which is how QuickBooks records a payment.
The advice quotes a work order or PO number instead of our invoice number. Does that work?
Matching starts with the invoice number, including partial and prefix matches. In Xero, RemitClear also checks the invoice's Reference field, so where you've recorded the customer's work order or PO number there, it still finds the invoice. If your customers quote something else, bring an example to a demo and we'll go through it with you. There's more on this in our guide to reconciling work order remittances.
Our advices come from payment portals, email and the post. Can it all go to one place?
Yes. Your workspace has its own forwarding address, so emailed advices and portal notifications can be sent there by hand or with an inbox rule, and anything that arrives on paper can be scanned and uploaded. PDFs, Excel and CSV files and advices written in the email itself are all read.
What happens when a customer short-pays an invoice?
RemitClear allocates the amount actually paid and leaves the balance open on the invoice, so it stays on your aged receivables and can be chased. A payment like that is never posted automatically, so someone on your team always sees it first.
Do we have to post everything automatically?
No. Automatic posting is a setting you switch on when you're ready, and until then every match waits for someone to approve it. Once it's on, only payments that match at 100% confidence post by themselves, and the original document is attached in your ledger for audit either way.
Related Solutions
Building Services & Trades
Electrical, HVAC and plumbing contractors paid in big weekly remittances by commercial clients.
Email Remittance Capture
Forward advices from any inbox or portal notification and have them read on arrival.
Cash Application Software
End-to-end cash application that reads any remittance and posts to your ledger.
Further Reading
Reconciling a Batch of Customer Checks in QuickBooks Online
Email the scans in, post each payment to Undeposited Funds, then group the bank deposit.
Reconciling Work Order Remittances in Xero and QuickBooks
What to do when the payer quotes a work order instead of your invoice number.
Payment Advice, Check Stub, ACH and EDI 820
Four names for the same document, and why the way it arrives decides the work it takes.
See remittance matching for a service business
See how RemitClear matches check stubs and advices to your invoices in a 30-minute demo. We can use examples, or one of yours if you'd like.
Or email sales@remitclear.com with a sample, if you'd like.
Get Started
Book a Demo
We can use example remittances, or yours if you'd like.