Remittance Reconciliation for Labour Hire, Built for Volume
Labour hire, staffing and recruitment firms get paid on account, in volume, on the payer's schedule: fortnightly and monthly runs covering hundreds of invoices per remittance. RemitClear reads every line, matches it against your open Xero invoices, and posts it to the right entity automatically.
Trusted by finance teams in Australia and the UK
The Problem
Paid on Account, in Volume, on the Payer's Schedule
Labour hire, staffing, and recruitment firms rarely get paid invoice by invoice. Your largest clients pay on account, in bulk, on their own fortnightly or monthly run. One remittance can cover hundreds of placements across dozens of sites, and it lands the same day every period whether your finance team is ready for it or not.
Reconciling it by hand is slow and unforgiving. Someone opens a long, multi-page remittance, reads each invoice number, searches Xero one line at a time, checks the amount, handles any part-payment or retention that does not match cleanly, and allocates the payment. Then they do it again next period. Many high-volume firms simply pay an offshore team to grind through it, which costs time, accuracy, and capacity all at once.
It compounds when you run several trading entities. Staffing groups often split by state or division, each with its own Xero organisation, so the same manual matching repeats across every org, and routing a payment to the wrong entity becomes the single largest source of cleanup. That is exactly the shape RemitClear is built for.
The Solution
One Account, Every Entity, Every Pay Run
RemitClear turns a per-entity, per-period manual chore into one automated workflow. Connect your organisations once, forward your remittances, and let them match and post themselves to the right entity.
Connect Every Entity to One Account
Link each of your Xero organisations to a single RemitClear account through Xero's secure OAuth. Switch between entities from one login, with each org keeping its own invoices, prefixes, and default bank account. One multi-entity labour hire group connected eight trading entities in less than a week.
Capture by Email Forwarding
At scale, email forwarding is the workflow that holds up. Forward each payer's remittance, or set an inbox rule to do it automatically, and RemitClear picks up attachments and email-body remittances every pay run without anyone logging in to upload.
Extract Every Line, Including Part-Payments
AI extraction reads long, multi-line remittances end to end: every invoice number, amount, and reference, including part-payments and retentions. There are no templates to maintain and no per-payer setup as your client base grows.
Auto-Match and Post to the Right Entity
Matches at 100% confidence can post automatically into the correct Xero organisation, as batch or separate payments, with the original remittance PDF attached for audit. Your team reviews only the exceptions, and routing to the right entity is handled for you.
Running several Xero orgs by state or division is the norm in this industry, so it has its own deep dive. See multi-entity remittance reconciliation for how one account routes every payment to the right entity.
Proof
What High-Volume Automation Looks Like in Practice
A multi-state labour hire group runs eight trading entities through a single RemitClear account, after years of reconciling bulk payer runs by hand.
trading entities, one account
line remittance matched in seconds
saved every week
to onboard all eight entities
"The adoption of RemitClear across our businesses has automated the previously manual receipt reconciliation process, saving an estimated 12 hours per week and unlocking capacity for our back-end finance team to take on higher value and more personally fulfilling roles within our team. RemitClear's interface is user friendly and integrates seamlessly with our accounting software system. The time from initial consulting to onboarding took less than a week and Jacob was available to assist throughout the process. RemitClear is a perfect example of AI in finance providing an all-round better solution than traditional methods."
Their largest payer sends a single remittance of more than 500 lines. RemitClear extracts and matches the whole document in seconds, splitting it across sequential batches to stay within Xero's 200-invoice batch limit. The previous status quo was an offshore team processing the same work by hand.
Built for High-Volume Staffing Finance Teams
Labour hire & on-hire
Multi-state on-hire and blue-collar staffing firms paid on account in bulk, often across several Xero entities by state or division.
Recruitment & staffing agencies
Permanent and contract agencies whose largest clients pay hundreds of placements per fortnightly or monthly run on a single remittance.
Offshore-supported AR teams
Finance functions leaning on an offshore team to reconcile by hand, looking to automate the matching and review only the exceptions.
If your largest payers send long pay runs covering hundreds of invoices, and your finance team or an offshore team is matching them line by line across one or more Xero orgs, RemitClear eliminates that workflow.
Product Demo
See RemitClear in Action
Remittance document
Remittance_April_2025.pdf
142 KB
Xero invoice matching
Waiting for extraction...
Posted to Xero
Payments recorded successfully
FAQ
Frequently Asked Questions
Can RemitClear handle the volume labour hire and recruitment payers send?
Yes. High-volume payers send single remittances covering hundreds of placements at once. RemitClear extracts and matches a 500+ line remittance in seconds, then applies it across your open invoices in one pass. Where a single remittance exceeds Xero's 200-invoice batch payment limit, it is split into sequential batches automatically, so even your largest run reconciles cleanly.
We run a separate Xero organisation per state or division. Does that work?
Yes, and this is exactly what RemitClear is built for. Connect every trading entity to one account and move between them from a single login. Each organisation keeps its own open invoices, invoice prefixes, default bank account, and remittance history, and matched payments post to the correct entity. One multi-entity labour hire group went from initial consulting to live across eight trading entities in less than a week.
Should we upload remittances or forward them by email?
At scale, email forwarding is the workflow we recommend. Set a forwarding rule per inbox and remittances are captured and matched automatically as they arrive, which holds up far better than manual upload across fortnightly and monthly pay runs. You can still drag and drop files for one-off uploads whenever you need to.
Does it cope with part-payments and retentions on long remittances?
Yes. Recruitment and labour hire remittances often mix full placements with part-payments, deductions, and retentions on the same document. RemitClear reads every line individually, matches each against your open invoices, and flags any variance for review rather than silently misposting, so part-paid and retained lines are handled the same way a person would.
Can this replace the offshore team we use to reconcile by hand?
Many high-volume firms lean on an offshore team to grind through remittance matching manually. RemitClear automates that work end to end: capture, extraction, matching, and posting, with only the exceptions coming back for review. We compare the two approaches in our look at offshore AR teams versus automation, linked below.
Related Solutions
Multi-Entity Reconciliation
Run several Xero organisations by state or division from one account, posted to the right entity.
Construction & Engineering
Progress claims, retentions, and variations across multi-page head contractor remittances.
Cash Application Software
End-to-end cash application: read any remittance, match every invoice, post the payment.
Further Reading
See your longest run matched in seconds
Book a demo and we will run RemitClear on your own remittances, across your real Xero entities. Bring your longest pay run, ideally one with part-payments and retentions, and we will process it live on the call.
Or email jacob@remitclear.com your longest remittance and we will show you it matched in seconds before we talk.