workflows

Reconciliation

Match imported bank transactions to invoices so you know what's actually been paid.

Reconciliation is the process of matching the money you billed (invoices) against the money you actually received (bank transactions). Until a transaction is linked to an invoice, that invoice is “outstanding” from your bookkeeping’s point of view — even if the cash already landed.

Why it matters

Without reconciliation:

  • Invoices stay in “sent” status forever, polluting your AR (Accounts Receivable) view.
  • The dashboard’s MRR / revenue numbers count revenue twice — once when the invoice was issued, again when the payment lands as a transaction.
  • Cashflow forecasts can’t see that the next 30 days already have predictable inflows from invoices you’ve sent.

How we surface matches

The Reconciliation tab on each client shows three columns:

  1. Outstanding invoices — sent / overdue / partially paid invoices for this client.
  2. Open transactions — uncategorized inflows from the client’s bank feed that look like payments.
  3. Suggested matches — our best guess at which transaction settles which invoice.

Suggestions are scored by three signals:

  • Exact (green) — amount matches the invoice’s outstanding balance exactly, and the date is within a reasonable window. High confidence; usually one-click accept.
  • Fuzzy (amber) — amount or date is approximate. Worth a glance to confirm.
  • FX (blue) — amount in the transaction’s currency matches the invoice’s amount in a different currency. Useful for cross-border billing.

When to reconcile

Whenever you connect a new bank feed (the import will surface unmatched inflows) and weekly for active clients. The longer you wait, the harder the manual matching gets — bank feeds import in chronological order, but real-world payments don’t always arrive in the order they were invoiced.

What happens when you accept a match

  • Invoice status updates to paid (or partially_paid if the transaction was less than the outstanding balance).
  • Transaction gets categorized as “Revenue” automatically.
  • Both rows get a link to each other — visible on the invoice’s detail page and on the transaction’s detail row.
  • The dashboard and insights refresh to reflect the new state.