External Confirmation Suite
Automate third-party balance confirmations across debtors, creditors, bank balances, and deposits from one integrated workflow.
External
confirmations should not turn into a messy follow-up exercise 📩
It usually
starts with a simple task.
A few balance confirmations need to be sent.
Then the
real process begins.
Ledger
copies need to be attached. 📎
Covering letters need to be checked. 📄
Replies come from different parties in different formats. 📬
Some confirm the balance. Some dispute it. Some do not respond at all.
Then come reminders, attachment searches, status tracking, reporting, and the
pressure to keep the entire trail clean and review-ready. ⏳
That
is exactly the problem External Confirmation Suite
is designed to solve. ✅
It
helps convert a scattered manual activity into a structured workflow that is
easier to send, track, review, and report on. 🔍📈
What the tool helps you do ✨
ü Manage confirmations
across debtors,
creditors, bank balances, and deposits through structured,
category-wise trackers for better control, review, and documentation 📂
ü Handle bank
confirmations in either consolidated mode or account-wise mode ,
depending on the engagement requirement and reporting approach 🏦
ü Cover a wide range of deposit
confirmations , including security deposits, rental deposits,
fixed deposits, inter-corporate deposits, public deposits, and similar balances
💼
ü Automatically attach
relevant supporting documents such as ledger copies, bank statements, deposit
documents, and covering letters , reducing manual preparation
effort 📎
ü Use intelligent
file matching to link attachments to the correct party based on
filename logic, improving speed and accuracy 🤖
ü Support both standardised
and party-specific covering letters in audit mode, allowing
flexibility without compromising documentation quality 📄
ü Send personalised
confirmation emails with a unique tracking
reference , making follow-up and reply mapping more reliable 🏷️
ü Track responses
automatically and provide smart status suggestions
such as confirmed,
disputed, or pending , while leaving the final review in
professional hands 🔎
ü Issue Reminder
1, Reminder 2, and correction or retraction notices without
rebuilding the communication trail 🔔
ü Maintain a live
dashboard to monitor sent status, replies received,
confirmation outcomes, pending cases, attachment readiness, and overall tracker
progress 📊
ü Generate a clean
summary PDF report for documentation, review, and audit file
closure 📥
ü Create, manage, and
link multiple
trackers across clients and confirmation categories , while
preserving historical records and enabling fresh-period resets without data
loss 🔗
ü Roll out tracker
updates and improvements without disturbing existing
configurations or active working data 🛠️
Why it stands out ✅
•
Cuts down repetitive manual follow-up work ⏱️
• Brings order to a process that is otherwise spread across inboxes, folders,
and spreadsheets 📬
• Helps maintain a clearer and more reliable audit trail 🛡️
• Makes review, monitoring, and final reporting much faster 🚀
• Supports a more scalable workflow for firms handling multiple clients or
multiple periods 🏢
Practical limitations to keep in
mind ⚠️
•
Reply tracking works best where the recipient responds in the same email
subject line containing the tracking code
• Reply status identification is an intelligent system-based indication and
should still be reviewed before final reliance
• OCR and auto-matching improve efficiency significantly, but some files may
still require manual correction
• Mailbox or provider-level email sending limits will continue to apply
See it in action 🎥
Watch
the demo video below to understand how External Confirmation Suite
works in a real confirmation workflow, from dispatch to response tracking and
reporting.
To know more about the tool,
pricing, and implementation details, please contact:
Ronak Sanghavi
7021214380 📞
Ramesh Rajni & Co LLP
022 49710463 / 022 35645875 / 022 62847171
Mumbai 📍