Month-end close, without chasing spreadsheets.
Reconciliation, collections and close, connected to your ERP, banks, tax and payroll.
What costs finance teams today
Four problems that come with every close. Pick yours above and Xophia shows how it would be solved with your banks, your ERP and the SII.
Month-end close takes a week
Statements arrive in different formats, card processors bundle several days into one deposit and the SII publishes on its own schedule. The close goes into matching spreadsheets against the ERP.
Collections are manual
Knowing who owes what means matching invoices, deposits and emails by hand. And follow-up depends on someone remembering.
Numbers don't match across teams
Sales, finance and management calculate the same metric differently. Every meeting starts by arguing where the number came from.
Payments are approved over email
Approval lives in an email thread: no context, no record of who approved what, and hard to reconstruct in an audit.
From a payment without a receipt to a close that doesn't stall
This is how the reconciliation module handles a recurring case: the payment leaves the bank before the fee receipt (boleta de honorarios) shows up in the SII. The movement stays pending with its reason, with no forced match, and the rest of the close moves on.
Illustrative example with fictional data. Matching rules and waiting periods are defined with your team.
01 · Detect
A payment with no document yet
The day's bank statement shows a transfer to a contractor, but the SII fee-receipt ledger has no receipt to back it yet.
- Movement
- Transfer · CLP 850,000
- SII ledger
- No receipt yet
02 · Wait
Pending, with its reason
The agent doesn't force a match: it leaves the movement pending and says why. When the receipt appears in a later SII read, it proposes the link, citing both source rows.
- Status
- Pending · receipt expected
- Receipt
- Appears 48 hours later
03 · Approve
The accountant approves, and it's on record
The link reaches the exception queue with the payment and the receipt side by side. Once approved, it's written to the ERP under the operator's user and leaves its audit row.
- Owner
- Accounting team
- Record
- Approved · operator's user
Where your team would start
First what weighs most on the close. Each next module reuses the connections to your banks, the SII and the ERP that the one before left in place.
- Finance reconciliationMatches bank, card, SII and Buk movements against your ERP. Your team reviews only the differences and approves before anything is posted.
- Collections: overdue receivables ranked every morningWho owes what, since when and what they were told, on the same invoices and deposits already reconciled.
- KPI copilotMargin, cash flow or days sales outstanding with one definition for every team, and the source row behind each figure.
- Payment approval with contextEvery payment with its backup, its owner and its record, out of the inbox.
Control and audit, from your side
Designed so your accountant and your auditor can reconstruct any decision.
Nothing is posted without approval
The agent proposes the match; a person with the right role approves it before anything is written to the ERP.
Every match, with its evidence
Who proposed it, with which documents and who approved it stays in a record you can export for external auditors and SII reviews.
Everything is reversible
Every link can be undone, and the write goes back to the ERP under the operator's user.
Reading before your next close
See the whole blog- Five versions of the truthMeetings end up arguing about numbers instead of decisions. Sometimes the data is wrong; sometimes nobody wrote down the definitions.
- Excel isn't the villain. It's the witness.The spreadsheet that carried the company through its early years now exposes a risk: critical rules without controls and operations that depend on them.
- If it can't be audited, it doesn't go to productionEvery figure an agent delivers and every action it takes should be traceable to its origin. Traceability isn't bureaucracy: it's what makes trust possible.
Questions from finance teams
Do we have to change our ERP?
No. If your ERP delivers what you need, Xophia connects to it and it stays the system of record. If a tool creates friction, it can be replaced by a module, one at a time, with its data migrated and validated. You make that call, with data.
Which systems are connected for reconciliation?
Bank statements, card settlements, SII tax documents, Buk payroll centralizations and your ERP, for example Odoo, NetSuite or SAP. Read and write scope is confirmed for each implementation.
Can the agent post entries on its own?
No. It proposes links and dismissals with their evidence; writes to the ERP wait for a person's approval and are recorded with the person responsible.
Where should we start?
With the process that costs you the most today. Reconciliation is often a good first module: it has clear rules, uses data you already have and its result is measured in days of close.
What does your close cost you today?
In a 20-minute diagnostic we review your systems, what connects or gets replaced and a concrete first module for your team.