Agentic AI for Spend Reconciliation

Sample Spend Reconciliation Workflow

Spend reconciliation is one of the most critical workflows for finance and procurement teams and also one of the most fragmented. 

At many organizations, the Accounts Payable (AP) team must manually collect, classify, reconcile, and explain thousands of card transactions, receipts, and general ledger (GL) entries every month.

Here’s what that typically looks like:

• Ingestion of card transaction data, digital receipts, and GL entries from ERP systems
• Extraction and classification of transaction details from unstructured formats
• Three-way reconciliation between receipts, card charges, and GL records
• Diligence, including exception handling and stakeholder queries
• Reporting of anomalies, policy breaches, and reconciliation outcomes

This is a representative workflow. Multimodal’s agentic AI can adapt to your team’s specific systems, steps, and priorities.

Let’s walk through each phase and see how an agentic workflow built with AgentFlow can transform it.

Augmenting Spend Reconciliation With AgentFlow

1. Data Extraction and Classification

Before AgentFlow:
Accounts payable teams typically download card feeds and receipts from multiple systems. Parsing unstructured PDFs, emails, and scanned images often requires manual work. Categories may be inconsistently applied, making later reconciliation difficult.

With AgentFlow:
AgentFlow’s Document AI and Unstructured AI agents automatically extract data from receipts, statements, and attachments, no matter the format. Transactions are cleaned, categorized, and tagged for downstream use, even when source formats vary.

Value:
Cleaner data from the start means fewer downstream errors. Teams spend less time manually parsing documents and more time resolving exceptions.

2. Three-Way Reconciliation and Compliance

Before AgentFlow:
Reconciliation is a tedious and error-prone process. AP analysts must manually match each receipt to the correct card transaction and GL entry, flag anomalies, and interpret policy violations, all while meeting audit requirements.

With AgentFlow:
Decision AI agents automatically reconcile line items across card feeds, receipts, and the GL. They detect mismatches, flag out-of-policy spend, and generate structured anomaly reports with audit-ready documentation.

Value:
Faster, more accurate reconciliation. Analysts only need to review true exceptions instead of every line. Compliance gets stronger, while workloads get lighter.

3. Diligence

Before AgentFlow:
When a business stakeholder asks why a transaction was flagged, or what happened to a missing receipt, the AP team must dig through emails, reports, and systems to piece together the story.

With AgentFlow:
Conversational AI and Database AI agents answer reconciliation questions in plain language. Users can ask things like “Why was this expense flagged?” or “How much unreconciled spend is left this cycle?” and get a fast, traceable response.

Value:
Stakeholders get answers in seconds. The AP team spends less time on back-and-forths and more time resolving high-value issues.

4. Reporting

Before AgentFlow:
Analysts manually assemble reports at month-end, pulling data from multiple systems. Reporting is often reactive, not real-time, and may miss early indicators of policy breaches or budget trends.

With AgentFlow:
Report AI automatically generates reconciliation reports, trend summaries, and policy compliance metrics. Output can be customized by region, business unit, or timeframe, and delivered proactively.

Value:
More visibility, fewer surprises. Executives get the insights they need without waiting for end-of-month rollups.

How AgentFlow Ensures Security, Governance, and Trust in Spend Reconciliation

AgentFlow is built for the regulatory and audit demands of financial operations.
It protects sensitive spend data, enforces internal controls, and earns the confidence of auditors, analysts, and approvers.
Here’s how:

• Data never leaves your control: AgentFlow is deployed within your infrastructure, whether that’s your cloud environment (VPC) or on-premise, so data stays under your governance. This reduces risk exposure and ensures full data sovereignty.
• Encryption and access security: Your sensitive financial data is protected at every step. AgentFlow locks down access so only the right people can see or act on information, whether it's during reconciliation, reporting, or review. That means no accidental exposures, no unauthorized edits, and no surprises during audit. You can trust that every document and transaction is handled securely, every time.
• Compliance by design You don’t have to worry about whether AgentFlow meets regulatory standards, it already does. It’s built to support the same certifications your finance and IT teams care about, and it’s regularly tested by third-party security experts. That means fewer compliance headaches, faster audits, and peace of mind that your reconciliation process meets industry expectations.
• Clear audit trails: Every agent decision is automatically logged in a structured, human-readable format. These logs include what data was used, what the agent decided, when it acted, and how confident it was. This gives your audit team the visibility it needs, no black boxes.
• Governance built-in: AgentFlow lets you define when an AI agent can act independently vs. when it must escalate. For example, if an agent isn’t 99% confident that a transaction matches your GL record, it can automatically flag it for human review.
• Ongoing trust and monitoring: Agent decisions are monitored for performance drift, and models are updated quarterly using your latest data and policies. Confidence thresholds and decision boundaries can be re-tuned at any time to align with internal controls.

For your finance team, this means a system you can trust. Every reconciliation step is explainable. Every policy is enforced automatically. And every exception is documented, reviewable, and auditable, by design.

Ready to Adapt Agentic AI to Your Workflow?

Every organization handles reconciliation slightly differently and that’s exactly what AgentFlow is built for.

Our agentic AI platform is modular, configurable, and designed to fit your policies, data sources, and approval structures. Whether you want to start with one reconciliation use case or redesign your entire AP workflow, we can help.

Book a demo to see AgentFlow live in action and learn how it can adapt to your workflow.