Customer story

How an international F&B franchise automated AR reconciliation across 8 payment and marketplace channels with KIP.ai

KIP.ai, Your AI Native Finance Department, automates multi-channel AR reconciliation for an international F&B franchise in Malaysia. Finance teams upload bank statements, e-wallet records and food marketplace reports in bulk. KIP.ai extracts transaction data and runs three-stage reconciliation: food marketplace sales against ERP records, bank and e-wallet settlements against ERP payments, and marketplace statements against bank settlements. Discrepancies are flagged. The same franchise also uses KIP.ai for AP invoice processing from email. KIP.ai is built by Axrail, an AWS Premier Partner and a team of Applied AI experts.

At a glance

Customer
An international F&B franchise
Industry
Food & Beverage
System
Odoo ERP
Use case
Accounts receivable (AR)
KIP.ai workflows used
Bulk file upload with auto-merging of statements, AI extraction from bank, e-wallet and marketplace documents, Three-stage reconciliation (marketplace vs ERP → bank/e-wallet vs ERP → marketplace vs bank), Exception flagging and CSV report generation, Audit logging
  • 8channels reconciled
About An international F&B franchise

An international F&B franchise operating in Malaysia accepts payments and orders through multiple channels: food delivery platforms, e-wallet providers, a brand membership program and a bank. Reconciling transactions across these channels against ERP sales and payment records is a regular finance operation.

The challenge

Reconciling sales and settlement data manually across multiple payment channels and food marketplaces created operational inefficiencies and discrepancy risks.

The finance team reconciled transactions from multiple channels by hand: food delivery platforms, e-wallet providers and a bank. Each channel produced its own statement format, and reconciling those against ERP sales data and payment records manually was time-consuming and prone to mismatches. The complexity increased with the number of channels in operation.

The solution

KIP.ai extracts transaction data from all channel statements and runs three-stage reconciliation against ERP sales and payment records.

Finance teams upload bank statements, e-wallet records and food marketplace reports in bulk via the KIP.ai admin portal. KIP.ai auto-merges the uploaded files and uses AI to extract transaction details from structured and semi-structured documents including CIMB bank statements and Excel records.

KIP.ai runs three-stage reconciliation. Stage 1 reconciles food marketplace sales data against ERP sales records. Stage 2 reconciles bank and e-wallet settlements against ERP payment records. Stage 3 reconciles food marketplace statements against bank settlement amounts. Each stage runs automatically across all eight channels: GrabFood, foodpanda, ShopeeFood, GrabPay, ShopeePay, ShopBack, CIMB Bank and the brand membership program.

Discrepancies are flagged and the team can make manual adjustments. Downloadable CSV reports cover sales amount reconciliation, settlement amount reconciliation and exceptions. All reconciliation activity is logged with timestamps and user IDs for compliance and audit purposes.

The impact

Automated reconciliation across eight channels, structured exception handling and a complete audit log.

  • Automated reconciliation across 8 channels: KIP.ai processes statements from food delivery platforms, e-wallet providers and a bank, and reconciles them against ERP records automatically.
  • Structured exception handling: Discrepancies are flagged automatically and downloadable exception reports are generated, so the finance team focuses on resolving mismatches rather than finding them.
  • Complete audit trail: All reconciliation activity is logged with timestamps and user IDs, supporting compliance and review.

Key takeaways

  1. All channel statements uploaded in bulkFinance teams upload bank statements, e-wallet records and food marketplace reports via the admin portal. KIP.ai auto-merges the files and extracts transaction data from each source.
  2. Three-stage reconciliationKIP.ai reconciles food marketplace sales against ERP sales records, bank and e-wallet settlements against ERP payment records, and food marketplace statements against bank settlement amounts.
  3. Exceptions flagged, results downloadableDiscrepancies are flagged automatically. The team can make manual adjustments, and downloadable CSV reports cover sales amount reconciliation, settlement amount reconciliation and exceptions. Every exception is flagged for the team to review and decide.