How to ask customers and suppliers to confirm balances

What is it for?

It asks a customer or supplier to confirm the balance your company has in its books. Then it shows who confirmed, who disagrees and who has not answered. It is evidence that auditors often ask for. fiscaldoo prepares the letter: your company sends it, because the product does not contact anyone. It creates no journal entries and the letter is not a tax document.

When to use it?

• When an auditor or the accountant asks for balance confirmations at the end of the year.
• When you want to clear up an old debt with a customer or supplier.
• To send the customer the list of unpaid invoices, use the partner statements instead.

Where to find it?

Audit › Checks › Balance confirmations.

Before you start

• Your profile is Certified accountant. The Auditor sees the requests, but cannot create or change them: the list has no New. The Accountant does not have the Audit app.
• The documents up to the balance date are posted. The balance only counts journal entries already posted.

How to use it

1. Open Balance confirmations. The list opens with the Waiting for the answer filter. Click New.
2. In Customer or vendor, choose the partner.
3. In Balance on, type the balance date. It opens with today's date.
4. The Balance on the books appears as soon as you choose the customer. Save. If you change the date later, click Update the balance.
5. Click Print the letter. It downloads a PDF with the balance and a box for the customer to answer in. Send it yourself, by post or by e-mail.
6. Click Mark as sent. The request becomes Waiting for the answer, and Sent on gets today's date. From here on, the request can no longer be changed or deleted.
7. When the answer arrives, fill in Answered on and Balance confirmed by the partner. Save.
8. Click Register the answer.
9. If nobody answers, click Closed without answer.

Expected result

The request's state becomes one of these:

State	What it means
To send	The request was created and can be changed
Waiting for the answer	The letter has gone and the answer is missing
Confirmed	The amount in the answer is the same as in the books
Answered with a different balance	The amount in the answer is different, and the Difference shows by how much
No answer	You closed the request without an answer

In the list, remove the Waiting for the answer filter to see all the requests.

How to read the balance

• Positive: the partner owes you. In the example, the letter says “You owe us €4,847.43”.
• Negative: you owe the partner. In a supplier example, -€2,096.87 on the form, and the letter says “We owe you €2,096.87”.
• Same partner, customer and supplier: the balance combines both positions. Before sending, check it in the partner statements.

Important notes

• A sent request stays as history. If the amount is wrong, close it and create another one.
• A difference corrects nothing on its own. Look for the cause with the partner (for example, an invoice they have not received yet or a payment in transit). Only then make whatever journal entries are needed.
• Pending validation by a certified accountant: who to send to, how far in advance and how to treat those who do not answer. The product does not set these rules: they are the auditor's.

Common problems

“Fill in the date of the answer of request CIRC/2026/0001 before registering it.” Answered on is missing. Fill in the date, save and click Register the answer again.

“The answer to request CIRC/2026/0001 is dated before it was sent (05/11/2026). Correct the date of the answer.” The answer date is earlier than Sent on. Correct it.

The Balance on the books shows €0.00. The partner has no balance on that date. Check the date and click Update the balance. If it is still zero, check the partner statements.

I want to change the date of a request already sent. It is not possible: the fields are locked and Delete disappears from Actions. Close the request and create another one.

The list looks empty. The Waiting for the answer filter is on. Remove it to see requests in other states.