Balance Confirmation & Accounts Receivable Reconciliation B2B 2026/2027 – Balance Request, Discrepancies and Excel | Word/PDF

Balance Confirmation & Accounts Payable Reconciliation B2B 2026/2027 – Word, PDF and Excel is a document package for Swedish companies that want to compare outstanding customer receivables or supplier payables with the counterparty's records. It helps finance managers and accounting staff to document balance inquiries, invoice specifications, discrepant amounts, responses with reservations, and internal reconciliations.

SEK 79 – one-time purchase. The package is delivered digitally in a ZIP file containing 7 editable Word files (DOCX), 7 searchable PDF versions, and 1 Excel workbook (XLSX). A total of 15 customer files. No physical product or subscription.

Important legal notice: An actual confirmation or acknowledgment of a claim may have legal consequences, including interruption of the statute of limitations under the Swedish Statute of Limitations Act. Even a written demand or reminder may, under certain circumstances, interrupt the statute of limitations. A neutral request for reconciliation and an acknowledgment of receipt do not automatically mean that the counterparty acknowledges a specific amount, but the content and circumstances must always be assessed. The package is not an audit confirmation or legal decision support.

What is balance confirmation and accounts payable reconciliation?

In a balance confirmation, a specification of outstanding invoices as of a certain date is often sent to a counterparty, who is given the opportunity to compare it with their own accounts payable ledger. If the amounts differ, the cause may be, for example, a payment around the cut-off date, a credit invoice, different period selections, an incorrect invoice reference, or a disputed item. An accounts payable reconciliation may also involve an internal check of the customer or supplier ledger against the company's general ledger; this internal reconciliation must be done separately in the actual accounting systems.

Complete List of Documents

Document	What the File Contains	Language / Format
B2B Balance Inquiry	Neutral request for comparison of outstanding invoices and cut-off date	Swedish · DOCX/PDF
Balance Statement & Response with Reservations	Counterparty statement, discrepant items, and reservations	Swedish · DOCX/PDF
Invoice Specification & Balance	Original invoices, credits, payments, and outstanding amounts	Swedish · DOCX/PDF
Variance Investigation	Internal investigation of discrepant balances and supporting documents	Swedish · DOCX/PDF
Reconciliation Protocol & Follow-up	Documented workflow, separate decisions, and open questions	Swedish · DOCX/PDF
Swedish User Guide	Step-by-step, sources, responsibilities, and limitations	Swedish · DOCX/PDF
English User Guide	English instructions for the Swedish documents	English · DOCX/PDF
Balance Confirmation – Excel Register	Nine tabs for inquiries, invoices, balances, variances, and actions	Swedish · XLSX

The Excel Register: Nine Tabs

Overview, Inquiries, Invoice Lines, Balances, Discrepancies, Supporting Documents, Responses, Actions, and Read Me. The workbook is a manual follow-up register. Invoice lines calculate invoice amount minus credit minus booked payment when all three amounts are valid. The balance tab calculates own balance minus counterparty balance. Overpayments and incorrect amounts are flagged for manual review.

Example: original invoice SEK 1,000, credit SEK 100, and payment SEK 250 leaves SEK 650 remaining according to the entered data. Own balance SEK 900 and counterparty balance SEK 850 results in a difference of SEK 50. These are administrative calculations and do not mean that a claim has been legally established. Excel contains no macros, automatic transmissions, or connections to accounting software.

How to Work – Step by Step

1. Determine what to compare. Select the legal counterparty, correct reconciliation date, currency, and selection of invoices.
2. Collect supporting documents. Use invoice ID, accounts payable ledger extract, registered payments, credits, and any accounting references.
3. Send a neutral balance inquiry. Ask the counterparty to compare the items with their own records. Avoid unintentional wording that implies a certain debt.
4. Document the response carefully. Distinguish express positions from acknowledgment of receipt, reservation, dispute, and an ongoing investigation.
5. Investigate variances. Check both period selections and actual payment/credit items before proposing any accounting adjustment.
6. Make separate decisions and entries. Verify authority, refer to correct verifications, and archive supporting documents according to applicable rules.

Swedish Rules and Precautions

The Accounting Act (1999:1078), Chapter 4, Sections 1–2 and Chapter 5, Sections 4–9 covers, among other things, the obligation to keep accounts, off-balance-sheet accounting, corrections, and verifications. This template does not automatically create complete accounting verifications and does not replace the accounting system's general ledger or customer/supplier ledger.

The Statute of Limitations Act (1981:130), Sections 5–6 regulates interruption of the statute of limitations, including through the debtor's acknowledgment of the claim or certain written demands and reminders from the creditor. Therefore, a responding party should not routinely approve balance statements without first checking the claim and having the correct authority. The circumstances and the actual wording must be assessed in each case.

Frequently Asked Questions About Balance Confirmation

What is the difference between a balance inquiry and a debt approval?

A balance inquiry asks for a comparison of reported items. A debt approval is an actual acknowledgment of a claim. The legal significance is determined not by the document's heading but by its content and circumstances.

Can a balance statement interrupt the statute of limitations?

Yes, if the response constitutes an acknowledgment of the claim under the Statute of Limitations Act. The wording should therefore be examined carefully, as well as authority and any objections or reservations.

Can Excel tell which company has the correct balance?

No. Excel only calculates manually entered values. Differences in cut-off date, currency, invoices, payments, and disputed items require an actual investigation.

Are the documents the same as audit confirmations?

No. The package is an administrative aid and not an audit tool that follows a specific auditing standard. An external auditor's confirmation process requires a separate professional assessment.

Does the package contain a complete accounts payable system?

No. Excel collects inquiries, invoice lines, balances, and investigation status without retrieving data or recording entries in an ERP or accounting system.

Are the Word and PDF files editable?

The Word files (DOCX) and Excel register (XLSX) are editable. The PDF files are searchable print versions and are not interactive forms. The English guide explains the workflow but does not translate the work templates in their entirety.

Related Products and Internal Links

For ongoing customer receivables, see Customer Ledger & Payment Monitoring. For supplier invoices, see Supplier Ledger & Payment Monitoring. For year-end work, see Year-End Checklist & Reconciliation Register.

Legal Sources, Version, and Quality

Official Swedish legal sources, checked October 28, 2026: The Accounting Act (1999:1078) and The Statute of Limitations Act (1981:130). Internal AI-assisted source checking and technical document review have been performed. No external legal review, auditor review, or authority certification has been performed. Document version 1.0, jurisdiction Sweden.