Quick answer
Use formulas for small, one-off reconciliations where every step should be visible. Use Power Query when you repeat the same process monthly on similarly structured files. Many teams combine them: Power Query prepares and merges data; formulas check totals.
The short comparison
| Excel formulas | Power Query | |
|---|---|---|
| Best for | Small, one-off matching | Repeated monthly matching |
| Repeatability | Formulas must be copied or extended | Steps are saved and refresh |
| Visibility | Calculations visible in cells | Steps are recorded in order |
| Typical risk | Broken ranges and missed rows | Changed source column names |
A simple way to choose
- ✓One-off or small list: use formulas.
- ✓Same reconciliation each month: consider Power Query.
- ✓Messy data from several sources: clean it before matching.
- ✓Use an independent final check either way.
A combined GSTR-2B workflow
- ✓Load the purchase register and approved GSTR-2B export.
- ✓Standardise GSTIN, invoice number and date formats.
- ✓Match on agreed identifiers and flag differences.
- ✓Compare source and result totals.
- ✓Review unmatched lines and record follow-up decisions.
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