Remittance Reconciliation for Electrical, HVAC and Trades Contractors, Automated
Trade and building-services firms are paid by one or two large commercial clients in big weekly remittances, often 150-250 invoices at a time. RemitClear reads every line, matches it to your open Xero or QuickBooks Online invoices, and posts in seconds, with no spreadsheet workaround.
Trusted by finance teams across Xero and QuickBooks Online
The Problem
One or Two Big Clients, One Enormous Weekly Remittance
Most trade and building-services firms are not chasing hundreds of small payers. They are paid by a handful of large commercial clients, and those clients settle in bulk. A single weekly remittance can cover 150-250 invoices across dozens of sites and jobs, all in one document, all due to be allocated against your open invoices.
Matching that by hand, or with the spreadsheet workaround most finance people fall back on, eats an hour or more every week and is easy to get wrong. You read the remittance, copy line after line into Excel, search your ledger invoice by invoice, reconcile the totals, then allocate the payment. Miss a line or fat-finger a reference and your aged receivables drift out of step with reality.
It gets harder when the client lists their own job or purchase order numbers rather than your invoice numbers, so a straight lookup does not find a match. Neither Xero nor QuickBooks Online has a built-in way to take a remittance and allocate a lump-sum payment across the right invoices, and that gap is where electrical, HVAC and refrigeration, plumbing, mechanical, and pump and equipment contractors lose time every single week.
The Solution
Match the Whole Remittance in Seconds, No Excel in the Middle
RemitClear takes your client's remittance, reads every line, matches each one against your open invoices, and posts the payment directly into Xero or QuickBooks Online with the original document attached for audit. The spreadsheet step disappears entirely.
How it works for trade and building-services firms:
1. Upload or email the weekly remittance
Drop your commercial client's remittance into RemitClear or forward the email it arrived in. One big PDF covering 150-250 invoices is exactly the kind of document it is built to take in a single pass.
2. Every line extracted
RemitClear reads the full remittance and extracts the payer, payment date, total, and every invoice line, however your client formats it. No templates, no manual data entry, no copying figures into a spreadsheet to work through later.
3. Matched to your open invoices
Each line is matched against your open invoices in Xero or QuickBooks Online. Matching handles exact, partial, and prefix-based references, and can match on the reference field where a client lists their own job or PO number instead of your invoice number. Already-paid invoices are detected automatically.
4. Reviewed and posted in seconds
Approve the matches and RemitClear posts the payment into Xero or QuickBooks Online, with the remittance attached for audit. In Xero you choose a single batch payment or separate payments. Where a remittance exceeds Xero's 200-invoice batch limit, it splits into sequential batches automatically.
Proof
What This Looks Like for a Trades Contractor
An electrical and telecoms contractor was paid by their largest commercial client in a weekly remittance of 150-250 invoices, previously handled with an hour-a-week spreadsheet workaround. On the demo call, RemitClear matched the whole remittance in seconds against their open Xero invoices, and they connected on the spot.
invoices in a single weekly remittance
to extract and match the whole document
spreadsheet workaround removed
Excel steps in the middle
Because RemitClear can match on the reference field as well as the invoice number, it clears lines a manual process struggles with, where the client has used their own job or purchase order number. Where a remittance runs past Xero's 200-invoice batch payment limit, it splits into sequential batches automatically, so even a 600+ line document is matched in under a minute and posted cleanly.
"RemitClear has been a great addition to our toolbox. We run a plumbing and heating business and matching invoices to payments was using up valuable time, particularly for one client, a housing association. Since working with Jacob and installing RemitClear the remittances are handled automatically, saving us time and energy which we can now focus toward growing the business."
Aaron Pottinger
Owner, A J Pottinger
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Who It Is For
Built for Trade and Building-Services Firms on Xero and QuickBooks
If your business is paid by a small number of large commercial clients in big, regular remittances, RemitClear removes the weekly matching grind.
Electrical & telecoms
Commercial electrical, data, and telecoms contractors paid by a small number of large clients in big weekly remittances across dozens or hundreds of jobs.
HVAC & refrigeration
Heating, ventilation, air conditioning, and refrigeration firms running planned maintenance and project work, billed and paid in consolidated runs.
Plumbing & mechanical
Plumbing and mechanical services contractors whose main commercial clients settle many invoices at once on a regular cycle.
Pump & equipment contractors
Pump, equipment, and specialist trade contractors receiving large multi-invoice remittances that are slow and error-prone to match by hand.
Match on the reference field
Where a client lists their own job or purchase order number, RemitClear matches it to the right invoice, clearing lines a manual lookup cannot.
Big remittances, handled
150-250 invoices in a single document is routine. A 600+ line remittance is matched in under a minute and split across Xero batches automatically.
Multiple entities, one place
Run separate Xero organisations or QuickBooks companies per branch or division? Connect each one and process its remittances from a single login.
If one or two big clients send you a large remittance every week, and your finance team is working through it line by line in a spreadsheet, RemitClear eliminates that workflow.
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
We get one big weekly remittance from our main commercial client. Can RemitClear handle it?
Yes, that is the exact case RemitClear is built for. Trade and building-services firms are often paid by one or two large commercial clients in a single weekly remittance covering 150-250 invoices. RemitClear reads every line, matches each one against your open invoices, and posts the payment in seconds, with no spreadsheet workaround in between.
Our client's remittance lists job or reference numbers, not our invoice numbers. Will it still match?
Yes. RemitClear matches on the reference field as well as the invoice number, so where you have recorded the client's purchase order or job number on the invoice, their reference still finds it. Matching handles exact, partial, and prefix-based references, which clears lines a manual lookup would miss.
Does this work for HVAC, plumbing and mechanical contractors too, or only electrical?
It works across the trades. The same pain, a handful of large clients sending big weekly or fortnightly remittances, shows up in electrical, HVAC and refrigeration, plumbing, mechanical, and pump and equipment contractors. RemitClear is format-agnostic, so it reads whatever layout your client sends without any per-payer templates to configure.
What happens when a remittance is bigger than Xero's batch payment limit?
Xero caps a single batch payment at 200 invoices. Where a remittance exceeds that, RemitClear splits it into sequential batches automatically and posts them in order, with the original remittance kept on file. A 600+ line remittance is extracted and matched in under a minute, then split for posting without you having to manage it.
How long does it take to get set up?
Most firms connect Xero or QuickBooks Online, set their invoice prefixes, and process their first live remittance in well under an hour. One electrical and telecoms contractor matched their largest client's remittance in seconds and connected on the demo call itself.
Do I stay in control of what gets posted?
Yes. Auto-posting stays off unless you ask for it, so nothing reaches your ledger until you approve it. Switched on, only 100% confidence matches post straight through, and every exception, an unmatched line or an odd amount, waits for you to review. Either way the original remittance is attached for a clean audit trail.
Related Solutions
Construction & Engineering
Progress claims, retentions, and variations on remittances from head contractors.
Multi-Invoice Payment Matching
Apply one payment across dozens or hundreds of invoices in a single step.
Cash Application Software
End-to-end cash application that reads any remittance and posts to your ledger.
Further Reading
Reconciling Work Order Remittances in Xero and QuickBooks
What to do when an agent, facilities contractor or insurer quotes a work order instead of your invoice number.
Match One Payment to Multiple Invoices in Xero
Find and Match step by step, including part-payments, and tying the total out to the cent.
Apply One Payment to Multiple Invoices in QuickBooks Online
The Receive Payment walkthrough, including short payments and credits, and where it stops scaling.
See remittance matching for your team
See how RemitClear matches weekly remittances to 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.