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Bank Reconciliation

Match bank statement lines with your book entries using AI-powered format detection, auto-matching with confidence scores, and Qvi to explain any transaction.

Common Tasks

How to Upload a Bank Statement (Import Statement CSV)

Use this to import transactions from your bank into Qvian for reconciliation.

Steps:

  1. Go to Accounting → Bank Reconciliation
  2. Select the bank account you want to reconcile from the dropdown
  3. Click the Upload Statement button
  4. Drag and drop your CSV file, or click to browse
  5. Wait for AI to detect the format (columns, date format, amounts)
  6. Review the detected format preview - adjust if needed
  7. Click Upload to import the transactions

Result: Statement lines are imported. The system shows how many new lines were added and how many duplicates were skipped.

Any Bank, Any Format

The AI automatically detects your bank's CSV format - date column, amount column, whether debits/credits are separate or combined. Works with statements from any bank worldwide.

How to Run Auto-Matching (Reconcile Transactions Automatically)

Use this to automatically find and match statement lines with your payments, expenses, and invoices.

Steps:

  1. Go to Accounting → Bank Reconciliation
  2. Select your bank account
  3. Click the Auto-Match button in the toolbar
  4. Wait for matching to complete (typically 5-15 seconds)
  5. Review the results showing matched, suggested, and unmatched counts

Result: The system matches statement lines to book entries using multiple passes:

  • Exact Match - Same amount and reference number (95%+ confidence)
  • Amount + Date - Same amount within 3 days (80%+ confidence)
  • Amount Window - Same amount within 7 days (60%+ confidence)
  • Group Match - Multiple book entries summing to statement amount

Confidence Scores

Each match shows a confidence percentage. Green (70%+) means high confidence, amber (40-70%) means review recommended, gray (<40%) means low confidence.

How to Manually Match a Transaction

Use this when auto-matching couldn't find a match, or you need to override a suggested match.

Steps:

  1. Find the unmatched statement line in the list
  2. Click the Match button (link icon) on that row
  3. In the matching panel, use the search box to find the book entry
  4. Review the list of potential matches with confidence scores
  5. Select the correct book entry by clicking its radio button
  6. Click Match Selected

Result: The statement line status changes to "MATCHED" and links to the selected book entry.

Search Tips

Search by reference number, counterparty name, or amount. The system shows all payments, expense bills, purchase orders, and journal entries that could match.

How to View What a Statement Line is Matched To

Use this to see the book entry (payment, expense bill, etc.) that a statement line is matched to.

Steps:

  1. Find the matched statement line (shows "MATCHED" status)
  2. Click anywhere on the row to open the match details
  3. The panel shows the linked book entry with 100% confidence

Result: You see the payment, expense bill, or journal entry details including counterparty, amount, date, and reference.

How to Exclude a Bank Statement Line

Use this for bank fees, personal transactions, or items that don't need matching.

Steps:

  1. Find the statement line you want to exclude
  2. Click the ⋮ menu on that row
  3. Select Exclude
  4. Choose a reason from the dropdown:
    • Bank fee
    • Personal transaction
    • Duplicate entry
    • Other (enter note)
  5. Click Exclude

Result: The line status changes to "EXCLUDED" and won't affect your reconciliation difference.

Reversible Action

You can include an excluded line later by clicking the ⋮ menu and selecting Include.

How to Ask Qvi About a Transaction (Trace a Payment)

Use this when you don't recognize a transaction and want Qvi to explain what it was for.

Steps:

  1. Open the Qvi assistant by clicking the AI Assistant button (or press /)
  2. Ask a question like:
    • "What was the $500 debit on Jan 3rd for?"
    • "Who did we pay TRF 847291?"
    • "Show me unreconciled transactions over $1000"
  3. Qvi will search all book entries and explain what the transaction was

Result: Qvi explains the transaction in plain language, showing the related expense bill, payment, supplier, or invoice with context.

Qvi Acts as Your Accountant

Qvi doesn't just fetch data - it analyzes and explains. Ask "What are my unreconciled items?" and Qvi will categorize them: "6 are supplier payments I can match, 3 are bank fees to exclude, 2 I couldn't identify."

Key Concepts

Statement Line Status

  • UNRECONCILED - Not yet matched to a book entry
  • MATCHED - Linked to an existing payment or expense
  • CREATED - A new expense was created from this line
  • EXCLUDED - Intentionally excluded (bank fees, personal)

What Can Be Matched

Statement lines can match to:

  • Payments - Recorded payments to suppliers or from customers
  • Expense Bills - Bills from suppliers
  • Purchase Orders - Completed POs with payment amounts
  • Journal Entries - Manual accounting entries

Confidence Score

Each suggested match shows a percentage confidence based on: amount match (50%), date proximity (25%), reference match (15%), description similarity (10%).

Troubleshooting

"No matching book entries found"

Cause: No payments, expenses, or journal entries match the statement line amount.

Fix:

  1. Check if the expense or payment has been recorded in Expenses or Purchases
  2. The transaction might be a bank fee - consider excluding it
  3. Ask Qvi: "What is the $X debit on [date]?" to search across all records

CSV upload fails or shows wrong columns

Cause: AI couldn't detect the format, or the CSV has unusual structure.

Fix:

  1. In the format preview, manually select the correct columns for Date, Amount, and Description
  2. Check that the CSV is UTF-8 encoded
  3. Remove any extra header rows or summary rows from the file

Reconciliation difference doesn't match bank

Cause: Missing transactions or incorrect matches.

Fix:

  1. Check for unreconciled lines that should be excluded (bank fees)
  2. Verify that no transactions are double-counted
  3. Ask Qvi: "Show me unreconciled credits" or "Show me large unmatched debits"

Low confidence matches everywhere

Cause: Book entries don't have reference numbers, or dates are off.

Fix:

  1. When recording expenses and payments, include bank reference numbers
  2. Ensure payment dates in your system match when money left your bank
  3. Use the manual match interface to select the correct entry