Daily Bank Reconciliation: Statement Lines Matched or Explained, Day by Day
Each morning's statement lines are matched, followed up and closed out in one Kylon room. Agents check every line against Stripe payouts and Outlook remittance advices, and the staff accountant approves each disposition before it is written.
Every deposit tells only part of the story
A daily bank reconciliation takes yesterday's statement lines and gives each one a disposition: matched to a known receipt, unapplied because nobody can yet tell what it pays, short-paid, a bank fee, or an exception that needs a person. Stripe payouts land as one deposit for many charges, net of fees. Customer wires and ACH payments arrive with a remittance advice, or with nothing at all.
The lines sit in Airtable, payout evidence in Stripe balance transactions, remittance advices in the treasury mailbox on Outlook, and the policy and tolerance schedule in Google Drive. Follow-up calls go on the collections calendar. When a remittance arrives a day late, the line matches, but the follow-up call stays on someone's calendar unless a person remembers to cancel it.
Who works in the room
People
Staff accountant
Owns the daily reconciliation and approves each disposition
Treasury operations
Relays bank confirmations and late remittances, and publishes the tolerance and fee schedule
Collections specialist
Takes the follow-up calls on unapplied and short-paid lines
Controller
Signs off the closeout totals for each account
Agents
RyanReconciler
Dispositions each statement line against Stripe balance transactions and Outlook remittance advices, proposes follow-up calls, and writes Airtable once approved
Airtable
Stripe
Outlook
MycoReview and closeout
Checks the summary export against the lines, proposes review flags, drafts replies on treasury threads and tallies the closeout totals
Treasury and accounting share one Kylon room for the daily reconciliation. Ryan is the default agent and leads any thread about a line's disposition. Myco owns the export review, the replies and the closeout totals, so a question about any of them reaches it without a mention. A scheduled automation opens each day's cycle at 7:30 AM, and Ryan starts from the lines already in Airtable. When a disposition changes, Ryan names the lines in the thread and Myco picks them up for the replies and the totals.
The daily cycle
The reconciliation policy and the call scheduling rules live in Google Drive, and the room guidelines carry the rule order. Each step stops at a person.
- Agent works
- Person decides
- Arrives or gets recorded
flowchart TD
open([An automation opens the day's cycle])
disp["<b>Ryan</b> checks each line against Stripe<br>and the remittance advices"]
ok1["<b>Staff accountant</b><br>approves each disposition"]
calls["<b>Ryan</b> gives each line not yet<br>matched a call window"]
review["<b>Myco</b> checks the summary export<br>and flags every candidate line"]
accept["<b>Collections specialist</b><br>accepts the windows"]
flags["<b>Staff accountant</b><br>approves the flags"]
late([Treasury relays a late<br>remittance or a short-pay])
rederive["<b>Ryan</b> re-derives the named lines<br>and proposes cancelling calls"]
replies["<b>Myco</b> drafts the treasury replies"]
send["<b>Staff accountant</b> approves<br>and sends the replies"]
tol["<b>Ryan</b> re-derives every exception<br>line under the revised schedule"]
ok2["<b>Treasury</b> confirms the schedule,<br><b>staff accountant</b> approves"]
close["<b>Myco</b> computes per-account totals<br>from the final dispositions"]
sign["<b>Controller</b> signs off"]
open --> disp --> ok1
ok1 --> calls & review
calls --> accept
review --> flags
accept & flags --> rederive
late --> rederive
rederive --> replies --> send --> tol --> ok2 --> close --> sign
class disp,calls,review,rederive,replies,tol,close agent
class ok1,accept,flags,send,ok2,sign person
class open,late event
classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712
classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712
classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42| Stage | What happens | Who acts | Who decides |
|---|---|---|---|
| Dispositions | Each in-scope line is checked against Stripe balance transactions and Outlook remittance advices and given a disposition | Ryan | The staff accountant approves before Airtable is written |
| Follow-up calls | Every line not yet matched gets a call window on the collections calendar, recorded on the line | Ryan | The collections specialist accepts the windows |
| Summary review | A colleague's summary export is checked against the lines, and every candidate line gets a review flag, including any the export left out | Myco | The staff accountant approves the flags |
| Late remittance and short-pay | The named lines are re-derived, unneeded calls cancelled, and replies drafted on the treasury threads | Ryan, then Myco | The staff accountant approves and sends the replies |
| Revised tolerance and fees | Every line currently at exception is re-derived against the full rule list | Ryan | Treasury confirms the schedule; the accountant approves |
| Closeout | Per-account totals are computed from the final dispositions and recorded | Myco | The controller signs off |
What a late remittance or a reversal really changes
Changes arrive as messages from treasury. A late remittance advice covers two lines that were unapplied, and a customer confirms why a third was short. Ryan re-derives those three lines under the policy, proposes cancelling the follow-up calls that are no longer needed, and the thread shows each line's old and new disposition. A revised tolerance is broader by design: every line currently at exception is re-derived, not only the ones someone remembers.
A confirmed duplicate reversal is the case that trips people up. When the bank confirms it reversed a duplicate deposit, the reversal explains the second deposit, but it does not match the first one to anything. Ryan records the reversal, re-derives the line under the full rule list, and leaves it unmatched until there is evidence for a match.
What the checks catch
- A candidate line missing from the summary export that still needs its review flag
- A follow-up call left on the calendar after its line was matched
- A confirmed duplicate reversal treated as if it matched the original deposit
- An exception line skipped when the tolerance and fee schedule was revised
- A Stripe payout matched at its gross amount when the deposit arrived net of fees
What stays with people
- Approving every disposition before it is written to Airtable
- Accepting each follow-up call window, and approving each cancellation
- Sending replies on treasury threads, which Myco prepares as Gmail drafts
- Signing off the closeout totals for each account
Integrations in this workflow
Kylon is not a reconciliation tool and it does not replace your bank feed or your ledger. It sits across the systems treasury and accounting already use and holds the coordination between them.
- Airtable holds the statement lines, their dispositions and the closeout totals
- Stripe holds the balance transactions that explain each payout deposit
- Outlook carries the remittance advices and the collections calendar for follow-up calls
- Gmail carries treasury's threads, with replies drafted for the accountant to send
- Google Drive keeps the reconciliation policy, the call rules, the tolerance schedule and the summary exports
- Slack is where treasury posts bank confirmations as they come in
Where to start
One bank account and one week is enough to begin. Connect the Airtable base that holds your statement lines, connect Stripe for Ryan through a lasting grant the controller approves, and write one rule in the room guidelines: a line is matched only on evidence for that line, and nothing is written until the staff accountant approves.
“A reversal explains a deposit. It does not match one.”
Set it up with your agent
Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.
Set up our daily bank reconciliation desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Airtable, Gmail, Google Drive, Outlook, Slack and Stripe. Tell me which ones still need connecting. 2. Ask me who works this desk: the staff accountant, the treasury operations contact, the collections specialist and the controller. Help me invite them to this Room. 3. Build a Bank Lines App with Line, Amount, Disposition and Status, one record per statement line. Fill it from the lines already in our Airtable base. 4. Check each line against Stripe balance transactions and Outlook remittance advices. Propose a disposition for each line, flag any follow-up call windows needed for unmatched lines, and show me the lines that cannot be resolved. 5. Draft replies on treasury threads in Gmail for any late remittance or short-pay lines. Write nothing to Airtable and send nothing until the staff accountant approves each disposition and each reply. The controller signs off the closeout totals separately. 6. Write the rule order and who approves what into this Room's guideline, so every new day's cycle follows it. 7. After one clean week, offer to turn our daily cycle into an Automation. Before you start, ask me for our rules one at a time.
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