Reconcile payments with bank statements
Bank reconciliation is how you confirm that what you recorded in Sales Scribe matches what actually happened at the bank. Once you have imported a bank statement, the Reconcile screen suggests matches for each statement line — and customer and supplier payments you have recorded are offered as candidates, alongside Spend Money and Receive Money transactions.
Before you begin
- You need a bank account set up under Banking → Bank Accounts, with a bank statement imported for it. For the reconcile screen itself — including Spend/Receive Money matching, creating transactions from statement lines, and excluding noise — see Reconcile your bank account; this article covers the payment-specific rules.
- Payments join reconciliation through their payment method: when a payment is posted, it is stamped with the bank account of the method you chose. Make sure your methods point at the right accounts — see Manage payment methods.
- Only posted payments are offered. Draft payments cannot be matched.
Open the reconcile screen
From Banking → Bank Accounts, open the account's Statements page and choose Reconcile.
[Screenshot required: Reconcile screen showing an unmatched statement line with a customer payment offered in its candidate list]
How matching works
For each unmatched statement line, Sales Scribe suggests transactions that could explain it. A payment is offered when all of these hold:
- Right direction — customer payments (money in) are offered for deposits; supplier payments (money out) for withdrawals.
- Right bank account — the payment was posted through this account (via its payment method).
- Exact amount — the amounts must match to the penny. There is no fuzzy matching.
- Close in date — within 7 days of the statement line.
- Not already matched — each payment can be matched to only one statement line.
Candidates appear as, for example, Customer payment (REF-123) · 2026-07-24 · Acme Ltd · 250.00. Pick one and choose Match. Matching only links the records — it never posts anything to your ledger. Matched a line by mistake? Use Unmatch on the Statements page and the payment becomes available again.
Foreign-currency payments
If a payment was made in a different currency from the bank account, Sales Scribe matches on the payment's functional-currency amount — the amount your ledger says arrived at the bank. The candidate shows both figures, for example 250.00 (300.00 EUR).
If the statement shows a slightly different amount, the exchange rate captured on the payment does not reflect what the bank actually settled. Rather than matching approximately, correct the rate (or amount) on the payment so your ledger agrees with reality — then the match will be exact.
Note: a payment in a third currency — neither the bank account's currency nor your functional currency — cannot currently be offered as a candidate, because no stored figure represents what the bank settled.
If an expected payment is not offered
Check, in order:
- Is the payment posted (not draft)?
- Does its payment method point at this bank account — and did it at the time the payment was posted?
- Is the amount exactly equal to the statement line, and the date within 7 days?
- Has it already been matched to another line?