Originally showcased in our Q4 2025 webinar, Supplier Reconciler is now live inside Pegasus Edge. It marks a major milestone for our finance capabilities.

Supplier reconciliation has traditionally been one of those processes that sits partly inside the system… and partly outside it. Exported reports. External trackers. Separate query logs. Excel templates. Manual write-offs.

Supplier Reconciler changes that.

This powerful new feature embeds the entire supplier reconciliation process directly inside Pegasus Edge within the Accounts Payable workflow, from matching and query management to write-offs, approvals, payment generation and reporting.

No separate files.
No disconnected trackers.
No reconciling in one place and paying in another.

Just a structured, controlled workflow, fully integrated with your agency finance system.

Why Supplier Reconciliation Needed Rethinking

In many finance teams, reconciliation has lived in spreadsheets for years. Outstanding reports exported manually. Supplier invoices copied into Excel templates. Query trackers maintained separately. Unallocated payments tracked “somewhere”.

That creates friction:

Reconciliations saved outside the system
Queries dependent on manual updates
Write-offs cleared without structured reporting
Payments generated that don’t align with reconciliations
Time lost trying to locate a reconciliation linked to a payment

It also creates risk, particularly during audits or internal reviews.

As agencies grow and move beyond founder-led finance processes, reconciliation can’t rely on external trackers or individual memory. Structured workflows become essential to maintaining control and clarity.

Supplier Reconciler was built to remove that fragmentation.

What Supplier Reconciler Does — And Why It’s a Big Deal

Supplier Reconciler brings everything into Pegasus Edge:

Reconcile supplier statements directly in the system
Raise and resolve invoice queries in-system
Apply, automate and authorise write-offs
Report on write-offs in profitability
Track unallocated amounts by client and plan
Generate and approve payment batches

Everything in one place. Fully auditable. Easy to track.

For Finance Directors, this isn’t just about convenience. It’s about control, visibility and workflow integrity.

How It Works: The End-to-End Workflow

The full workflow (see diagram below) shows how supplier reconciliation now moves seamlessly from start to finish inside Pegasus Edge.

Step 1: Add a Reconciliation
Create a new reconciliation within Accounts Payable.

Step 2: Add Supplier Details
Import supplier statements in one of three ways:

Enter manually
Import using an Excel template
Use AI statement scanning to import from PDF

This flexibility alone removes hours of manual preparation.

Step 3: Reconcile

Match supplier invoices to bookings directly in the system.
Identify unallocated payments.
Raise queries.
Apply write-offs where appropriate.

As shown in the reconciliation screen, supplier statements and outstanding invoices sit side by side, allowing finance teams to match, query and track progress in real time.

Matching supplier statements and invoices directly inside Pegasus Edge.

Step 4: Review and Approval
Reconciliations move through structured review and approval workflows — ensuring segregation of duties where required.

Step 5: Generate Payment Batch
Payments can be generated directly from the reconciled position, with remittance details populated from the reconciliation itself.

Payment batch generation and approval inside Pegasus Edge.

Step 6: Reporting and Resolution
Run reports on reconciliations, queries, write-offs and unallocated payments. Resolve any outstanding queries — all within Pegasus.

It’s end-to-end. And it stays inside the system.

Built-In Governance and Write-Off Control

One of the strongest improvements is write-off control.

Supplier Reconciler introduces:

Automatic write-offs for immaterial amounts
Maximum write-off limits per user
Authorisation thresholds
Reporting on all write-offs
Visibility of write-offs within profitability reporting

This eliminates long lists of trivial supplier balances while maintaining governance and accountability.

Write-offs aren’t just cleared; they’re visible, reportable and reflected directly in client profitability.

Query Tracking — Without External Trackers

Previously, many teams managed supplier invoice queries outside the system, relying on accurate updates from individuals.

Now:

Queries are raised directly inside Pegasus
Query status is visible
Outstanding issues are reportable
Audit trails are preserved

No more separate query logs. No more version confusion.

Unallocated Payments — Structured and Visible

Unallocated amounts are now recognised individually against the client and plan.

There is no need for a separate “Unallocated Payment Reconciliation” spreadsheet.

This improves:

Client-level financial clarity
Plan-level visibility
Reporting accuracy
Profitability transparency

And it reduces the risk of payments and reconciliations falling out of alignment.

How This Differs from COGS-Based Systems

COGS-based finance systems such as Xero typically rely on external processes to reconcile supplier statements. Matching may occur in the accounting system, but structured statement reconciliation, query management and write-off governance often sit outside it.

Pegasus Edge embeds supplier reconciliation directly inside the agency management system, connected to bookings, clients, payments, jobs, and profitability.

It’s not just matching invoices.
It’s managing the entire supplier lifecycle within your finance workflow.

Designed for Media. Powerful for Any Supplier-Heavy Workflow.

Supplier Reconciler was built with media complexity in mind, where supplier statements, booking matching and plan-level tracking matter.

But it’s equally powerful for any organisation managing high volumes of any supplier invoices and statements.

If you reconcile supplier statements, manage queries and generate payment batches, this feature is for you.

A Milestone for Pegasus Edge

This feature was originally scoped from real-world frustration in finance before becoming part of the Pegasus roadmap.

Seeing it evolve into a fully embedded, structured reconciliation workflow marks a significant milestone for Pegasus Edge.

It’s a practical improvement.
But it’s also a statement about where Pegasus' finance capabilities are heading: integrated, controlled and audit-ready.

See Supplier Reconciler in Action

Supplier Reconciler is now live in Pegasus Edge. You can access the full walkthrough in the Client Hub webinar, including configuration and setup guidance.

Supplier reconciliation no longer needs to live outside your finance system.
Pegasus Edge fully integrates it into the workflow.

Supplier Reconciler in Pegasus Edge: End-to-End Reconciliation Inside Your AP Workflow