Can't ChatGPT or Claude do this?

No. General-purpose AI is great at "summarize this PDF," but it can't "reconcile 200 pages of POs with 200 pages of invoices, item by item." Two reasons: (1) Page limit: general AI can't process long documents at once — it forgets along the way. (2) Structure: accurately reading which cell is which item from a PDF layout requires a specialized engine. That's what "M10 Bolt" vs "M-10 Bolt" matching needs. The same goes for transcription: ask a general AI for an Excel file and it regenerates the workbook, breaking merged cells, formulas, and print settings. Totsugo is purpose-built for reconciliation and transcription — it writes only the values into your original template.

Can we verify the accuracy before committing?

Yes. When you get in touch we will walk you through checking the matching accuracy and speed on the documents you already work with. Pricing depends on your scale and the systems you connect, so we quote individually.

What if the AI misses something or gets it wrong?

Every match is displayed with its evidence — exactly which part of the left document was compared with which part of the right. AI never finalizes anything on its own: a human always makes the final call. If you spot a mistake, fix it on the spot and confirm with Enter. There is no "AI silently made a mistake somewhere" failure mode.

What types of documents are supported?

Invoices, purchase orders, receipts, delivery notes — virtually all standard business documents. AI understands even custom layouts. Faxed documents and PDFs with handwriting work as-is.

Does Totsugo also do transcription, not just reconciliation?

Yes. Totsugo transcribes PDF checksheets into your own Excel templates, and auto-creates freee invoice drafts from COREC order data. Excel transcription writes only the values into your original template, so merged cells, formulas, and print settings never break. In both cases AI drafts the work and a human reviews cell by cell, then confirms with Enter.

Do we need to change our workflow?

No. Just upload the PDFs you already use. No format changes or system integrations required.

How is my uploaded data handled?

All traffic is encrypted via SSL/TLS, and stored data is encrypted at rest. Your documents are never shared with third parties without your consent. See our Privacy Policy for details.

How long does setup take?

Create an account with your email, pick a plan, and you can start immediately. The whole flow is online and self-serve — no initial setup needed.

Zero Functions Reconciliation: Complete Guide to AI-Powered Matching

How many hours do you spend “Scanning for Errors” every month-end?

Invoices vs Delivery notes, Ledgers vs Bank statements, Orders vs Payments… Accounting work is a continuous cycle of “Reconciliation” (matching these pairs).

“It’s off by 1 yen again…” “VLOOKUP returns an error just because of ‘Inc.’ vs ‘Inc’…” “My eyes are tired, I might have missed a row…”

Sighing like this while working overtime? This guide introduces a Third Option that changes everything.

The Problem with Current Methods

The Software Gap

To make reconciliation easier, two methods are commonly proposed. But neither fits the reality of the field.

Method	Promise	Reality
Excel functions	“Just learn formulas”	Breaks with variations
Enterprise systems	“Just automate”	Expensive, rigid

There’s a gap between what’s available and what you actually need.

Method 1: Excel Functions (VLOOKUP / XLOOKUP)

“Just learn functions,” they say. But reality isn’t that simple.

Problem 1: Fragile with Typos

Data A	Data B	Excel Result
ABC Corp	ABC Corporation	#N/A
Inc.	Incorporated	#N/A
1,000	1000	#N/A

Problem 2: High Maintenance

Issue	Impact
Insert one column	Formula breaks
Data format changes	Needs rewrite
New variations	Manual fixes

Problem 3: Person Dependency

Scenario	Consequence
Expert on vacation	Work stops
Expert leaves	Knowledge lost
Expert unavailable	Questions unanswered

Method 2: Full-Scale Systems (ERP / SaaS)

“Just automate it with a system,” they say. But the hurdles are high.

Cost Barrier

Item	Typical Cost
Initial fee	$10,000 - $100,000+
Monthly subscription	$500 - $5,000+
Customization	Additional

Time Barrier

Step	Duration
Approval process	1-3 months
Requirements definition	1-2 months
Master data setup	1-2 months
Testing	1 month
Total	6-12 months

Flexibility Barrier

Need	System Response
“Just a quick check”	“Use the full workflow”
Irregular format	“Not supported”
One-time comparison	“Set up master data first”

The Third Solution: AI Agent “Inbox OS”

This is where Totsugo comes in. It allows you to “AI-ify only the reconciliation engine” without changing your workflow.

How It’s Different

Aspect	Traditional	Totsugo
Setup	Days to months	Minutes
Master data	Required	Not needed
Variations	Fail	Handled
UX	Click-heavy	Keyboard-first

The Magic of “Fuzzy Match”

Totsugo’s biggest feature is that the AI matches by “Meaning”, not characters.

Typos? No Problem

Your Data	Their Data	Result
ABC Corp	ABC Corporation	✓ Match
Panasonic Inc.	Panasonic Incorporated	✓ Match
1,000	1000	✓ Match

No Master Setup

Traditional	Totsugo
Upload master data	Just drop files
Define matching rules	AI learns instantly
Configure fields	Auto-detected

Gap Detection

Scenario	AI Suggestion
Amount differs by tax	“Tax difference detected”
Bank fee not in invoice	“Possible bank fee”
Partial payment	“Split payment candidate”

The Joy of “Enter Mashing”

Ideally, you shouldn’t use a mouse. Here’s how it works:

The Workflow

Step	Action	Time
1	Drop source file (e.g., Invoice PDF)	5 sec
2	Drop target file (e.g., CSV)	5 sec
3	AI matches automatically	Instant
4	Hit Enter for matched items	1 sec each
5	Review only mismatched items	As needed

The Experience

You just look at the screen and hit Enter. Only mismatched (NG) items are highlighted in red, so you just check those.

Element	Description
Matched items	Green, Enter to approve
Mismatched items	Red, review needed
Suggested matches	Yellow, one-click accept

With this “Speed UX” that requires no mouse, matching hundreds of items ends in a flash.

Detailed Comparison

Excel vs Typical SaaS vs Totsugo

Feature	Excel (VLOOKUP)	Typical SaaS	Totsugo (AI)
Prep	Formulas, cleanup	Master setup	None (Just D&D)
Typos	❌ Error	△ Needs rules	✓ AI Judgment
Operation	Mouse & keyboard	Lots of clicks	Enter mashing
Cost	$0 (but time)	Expensive	Start free
Time to start	Minutes	Months	Minutes
Learning curve	Medium	High	Low

Time Savings

Volume	Excel	Totsugo	Savings
50 items	1 hour	10 min	83%
200 items	4 hours	30 min	88%
500 items	10 hours	1 hour	90%

Implementation Guide

Getting Started

Step	Action	Time
1	Sign up	2 min
2	Upload test files	5 min
3	Review matches	10 min
4	Start using	Immediate

Best Practices

Practice	Benefit
Start with one use case	Learn the tool
Batch similar items	Faster processing
Use keyboard shortcuts	Maximum speed

Frequently Asked Questions

Q. What file formats are supported?

A. PDF, Excel, CSV, and images.

Q. How accurate is the matching?

A. 95%+ on standard business documents.

Q. Can I export results?

A. Yes, to CSV or directly to accounting software.

Q. What about security?

A. Data is encrypted and deleted after processing.

Conclusion: Don’t Polish Skills, Change Tools

“Reconciling accurately” is professional pride, but “struggling with manual work” is not necessary.

Instead of	Try
Learning more Excel	Letting AI handle it
Fixing VLOOKUP errors	Uploading files once
Working overtime	Going home early

Use the time spent fixing VLOOKUP errors for more creative work, or simply to “Go Home Early”.

Totsugo turns tedious reconciliation into a “Game”. Why not try reconciling last month’s invoices in 3 minutes with the free version?

👉 Try Totsugo for Free