SOLUTIONS · RECONCILIATION
Cross-industry (CRE, insurance, healthcare, manufacturing and distribution)
Automated reconciliation software matches records from two or more sources, explains the differences and routes the exceptions to a person, so your team stops ticking and tying by hand. Close tools like BlackLine and FloQast do this very well for general ledger accounts and the bank. OutcomeCatalyst is built for the reconciliations those tools were never designed to own: the ones that cross operational systems and documents, such as Yardi against ARGUS and the lease, 835 remittances against contract rates and deposits, carrier statements against policy admin, or a PO against a receipt and an invoice in a different ERP. OC delivers and runs AI agents that do this work for mid-market operators, and your team approves every adjustment.
Where reconciliation actually breaks
Ask a controller where the close hurts and the answer is rarely the cash account. The bank rec is usually fine.
The pain is upstream. It is the reconciliation where one side lives in an operating system, the other side lives in a PDF, and the rule for whether they should agree lives in someone's head. We hear it in a few recurring phrases: our staff accountant spends the first week of every month in spreadsheets, we only find the billing error when the tenant or the payer complains, and the only person who knows how to tie this out is about to retire.
Some examples by industry:
Commercial real estate. The rent roll in Yardi or MRI does not match the ARGUS model the asset manager underwrites to. The lease abstract says one thing about escalations, the system was keyed with another. CAM reconciliation means truing up a year of estimated charges against actual expenses, tenant by tenant, through caps, base years, gross-ups and exclusions written into each lease. Then the rent roll has to tie to the GL and the bank.
Insurance. Written premium in the policy admin system, billed premium in the billing system and cash from agents or carriers on a statement that arrives as a spreadsheet or PDF. Commission and premium reconciliation means lining up all three, by policy and by endorsement, and explaining every cent of difference.
Healthcare operations. A claim goes out as an 837. Payment comes back as an 835 remittance, the money lands in the bank as an EFT, and someone has to check the paid amount against the rate in the payer contract. Underpayments hide in that last step.
Manufacturing and distribution. Three-way match of purchase order, receipt and supplier invoice, often across two or three ERPs after an acquisition. Freight invoices checked against rate cards, fuel surcharges and accessorial charges nobody approved.
Each one needs a system of record, a document and a business rule read together.
What close management tools do well, and where they stop
BlackLine is the reference product for account reconciliations and transaction matching inside the financial close. Its Verity Prepare agent prepares reconciliations for human review, with an audit trail of every AI action, and its high frequency reconciliation feature supports daily matching with exception handling (BlackLine, accessed 2026). For certification, review and sign-off across hundreds of balance sheet accounts, it is a strong choice.
FloQast organizes the close around checklists and account reconciliations: tie balances to support, track reconciling items, enforce sign-off, and confirm every account is reconciled before close (FloQast, accessed 2026). Its AI Matching covers three-way, high volume and daily transaction matching, and it connects to NetSuite, SAP, Workday, Microsoft, Sage Intacct and Xero.
NetSuite and other ERPs include bank reconciliation. NetSuite's Match Bank Data page puts imported bank lines next to account transactions, and its Intelligent Transaction Matching runs default system rules and your own user rules to match imported bank lines automatically (Oracle NetSuite documentation, accessed 2026).
The common thread: these tools reconcile ledger data against ledger data, or the ledger against the bank, once the data has been extracted and shaped for them. They are not built to read a 40 page lease to decide what a tenant's CAM cap is, to compare a paid line on an 835 with the fee schedule in a payer contract, or to know that a supplier always bills freight separately on a second invoice. That interpretation work is where finance teams still spend their week. If your reconciliation problem is mostly GL accounts and the bank, buy a close tool and stop reading here.
What the OC reconciliation agent does, step by step
Connects to the sources on both sides. OC connects the operating systems, the ERP or GL, bank data, and the document stores where leases, contracts, statements and invoices live. These feed a governed context layer built on a knowledge graph, which we call the brain. Your systems stay the systems of record.
Reads the documents that hold the rules. Lease abstracts, payer contracts, carrier agreements, rate cards and supplier terms are read and linked to the records they govern. A tenant record knows its lease clauses. A payer knows its contracted rates. A supplier knows its freight terms.
Matches records across systems. The agent pairs what should pair: rent roll line to ARGUS tenant to GL entry; 835 line to 837 claim to bank deposit; PO line to receipt to invoice. It handles the messy cases tools without context miss, such as one deposit covering many remittances, partial receipts, or a unit renamed between systems.
Explains every difference. For each unmatched item the agent says why it thinks the difference exists and points to the evidence: the lease clause, the contract rate, the receiving record, the prior month where the same thing happened.
Drafts the fix and routes it. Proposed adjustments, billing corrections, payer appeals or supplier disputes are drafted and sent to the right person for approval. Nothing posts to your ledger on its own.
Learns from the corrections. When your team overrules the agent, that decision becomes part of the context, so it handles more of the cases your veteran staff used to carry in memory.
Examples of the work, by industry
Industry | Sources reconciled | What the agent catches |
|---|---|---|
Commercial real estate | Yardi or MRI, ARGUS, lease abstracts, GL, bank | Rent roll vs model drift, escalations keyed wrong, CAM recoveries outside the lease terms |
Insurance | Policy admin, billing, agent and carrier statements, GL | Premium billed but not booked, commission at the wrong rate, endorsements missing from the statement |
Healthcare operations | 837 claims, 835 remittances, payer contracts, bank deposits | Underpayments against contract, remittances with no matching deposit, denials that should be appealed |
Manufacturing and distribution | POs, receipts and invoices across ERPs, freight invoices, rate cards | Price and quantity variances, duplicate invoices, freight billed above the rate card |
For a deeper look at the CRE case, read how to reconcile Yardi and ARGUS. The vertical agents that run this work are described on the healthcare claims and appeals, insurance policy file integrity and manufacturing direct spend pages.
A closer look at the healthcare case
Healthcare shows why matching alone is not enough. Under the HIPAA standards, health plans must include a reassociation trace number (TRN) in the payment and a matching TRN in the 835, and the CAQH CORE rule adopted by HHS requires the 835 to be released within three business days of the EFT's effective date (CMS, 2022). That standard makes it possible to tie the deposit to the remittance automatically.
But a deposit that ties to its remittance can still be wrong. If the payer paid less than the contracted rate, the money and the 835 agree with each other perfectly. Finding the underpayment means reading the contract. That is the step the agent adds.
What stays human
Approving every journal entry, billing correction, appeal or dispute before it leaves the building.
Judgment calls the agent flags as uncertain, such as an ambiguous lease clause or a supplier relationship worth protecting over a small variance.
Policy: materiality thresholds, what counts as a match, and when to escalate.
Sign-off on the reconciliation itself. If you run BlackLine or FloQast, that sign-off can stay there.
OC does not replace your close tool. In many finance teams the right setup is both: the close tool owns certification and the audit record for GL accounts, and the OC agent does the cross-system work that feeds it.
What to measure
Pick one countable unit before anything is built. For reconciliation, it is usually exceptions resolved per period for a single named reconciliation, along with the dollars recovered or corrected from those exceptions. Useful companions:
Share of items matched without a person touching them.
Days from period end to a signed reconciliation.
Dollars found: CAM under-recoveries, payer underpayments, commission shortfalls, freight overcharges.
If you cannot say which of these you would report to the CFO in month three, the project is not ready to start.
How a project starts
It starts with one reconciliation, not all of them. On a strategy call we ask which reconciliation costs the most hours or leaks the most money, which systems and documents sit on each side, and who signs off today. From there OC proposes the first agent, connects the sources, and runs it alongside your team's manual process until the results agree. Then your team moves to approving instead of preparing.
Frequently asked questions
We already have BlackLine or FloQast. Why would we need this?
You may not. If your hard reconciliations are GL accounts and bank accounts, those tools are built for it. OC fits when the reconciliation depends on operating systems and documents those tools do not read, such as leases, payer contracts, carrier statements or supplier terms. Many teams keep their close tool for sign-off and use OC for the work that feeds it.
Can it connect to Yardi, MRI, our policy admin system or our EHR and billing system?
OC works with the systems you already run, including property management, policy admin, EHR and billing, ERP, documents and spreadsheets. On the first call we look at your specific systems and versions and tell you plainly how the connection would work before any work starts.
Do we need a data team to run this?
No. OC builds the connections, trains the agent and runs it. Your finance or operations team approves the agent's work and corrects it when it is wrong.
Do you copy our data into a new warehouse?
No. The agent reads from your systems through a governed context layer. Your ERP, property management, policy admin and billing systems stay the systems of record, and nothing posts back without approval.
Can we automate reconciliation in Excel instead?
For a small, stable reconciliation, yes. Formulas, Power Query and macros can match two clean lists. They break when the inputs are PDFs, when the matching rule depends on a contract, or when the person who built the workbook leaves. A fragile workbook is still a good map of the rules the agent needs to learn.
Is this secure enough for PHI and financial data?
OC is HIPAA-aligned and SOC 2 Type 2 aligned, with the formal audit underway and expected to complete before year-end. Agents work under your permissions, and every proposed change waits for a person to approve it.
Why not build this ourselves?
You can, and some teams should. The matching logic is the easy part. The hard part is reading documents reliably, encoding the exceptions your veteran staff know, and keeping it running after go-live. Our buy vs build guide lays out the trade-offs honestly.
Sources
BlackLine, "AI-Powered Account Reconciliation Software," accessed October 6, 2026. blackline.com
FloQast, "Close Management," accessed October 6, 2026. floqast.com
Oracle NetSuite Help Center, "Bank Data Matching and Reconciliation," accessed October 6, 2026. docs.oracle.com
Oracle NetSuite Help Center, "Intelligent Transaction Matching for Bank Data," accessed October 6, 2026. docs.oracle.com
Centers for Medicare and Medicaid Services, "EFT and ERA: Payment Remittance Reassociation Basics," June 2022. cms.gov
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