How to Match Transactions

After each daily sync, new transactions appear in the Banking feed at Accounting > General Ledger > Banking. The system tries to match each one automatically to either a recorded expense or a posted journal entry (GL entry). You do not need to choose which type to look for: the system checks expenses first, then falls back to GL entries if no expense candidate is found.

You need at least GL Edit access to confirm matches, reject suggestions, or take any action on a line.

How automatic matching works

The system runs automatic matching in two situations:

• When you open the Bank lines tab.
• When a journal entry is posted to a GL account that is linked to a bank account.

For each unmatched bank line, the system looks for a posted journal entry or expense that has the same amount and a date within a 7-day window. If it finds one with high confidence, it marks the bank line Cleared to bank (green pill) and links the two records. No manual action is needed.

Confirm a suggested match

When the system is confident about a match but wants your confirmation, the transaction row shows a Suggested badge with the matched expense or GL entry.

1. Open the Banking feed.
2. Find a row showing a Suggested badge.

3. Review the suggestion. The matched record's amount, date, and description are shown.
4. Click Confirm to accept the match. The bank line is marked Cleared to bank.

Match a transaction manually

If the system did not find a match automatically, or if you want to link a transaction to a different record:

1. Click the transaction row to expand it, then click Match manually (or open the row's action menu and choose Match).
2. A drawer opens. If there are recorded expenses that could correspond to this bank line, they are listed first, ranked by likelihood.

3. If no matching expense exists, the drawer automatically switches to showing matching GL entries (journal entries posted to a linked bank account). You do not need to press any extra button to see GL candidates.

4. Select the record that corresponds to this transaction.
5. Click Confirm match. The bank line is marked Cleared to bank and the two records are cross-linked.

Reject a suggested match

If the system's suggestion is wrong:

1. On the transaction row, click the action menu (three dots) and choose Reject suggestion.

2. The suggestion is dismissed. The transaction returns to an unmatched state so you can match it manually or take another action.

Edit, re-match, or undo a matched line

If a bank line was matched incorrectly, you can unmatch it and link it to the right record. If the matched line is tied to an expense and journal entry, URBI may ask you to confirm Undo reconciliation first so the bank line and accounting entry unwind together.

1. Click the matched bank line row to open its detail view.
2. Click Edit match (or choose Re-match from the action menu).
3. If URBI shows Undo bank reconciliation match, enter a reason and confirm that you understand the linked journal entries will be voided.
4. The exact bank line and expense pair are unwound together. No open approval or board decision is affected.
5. Select the correct record and click Confirm match.

Note: If the bank line belongs to a locked reconciliation period, you must reopen that reconciliation first (requires Full GL access). See How to Reconcile a Statement for reopening steps.

Mark a transaction as not an expense

Some bank lines are not business expenses at all (for example, a bank fee that is already recorded elsewhere, or a transfer between accounts). To clear these from your queue:

1. Open the transaction row's action menu and choose Mark as not an expense.
2. The line is flagged as ignored and removed from the unmatched queue. It remains visible if you filter to show ignored lines.

Create an expense or income entry directly from a transaction line

If a bank line has no matching expense or GL entry, you can create one without leaving the Banking feed.

For a debit (outgoing payment):

1. On the transaction row, click the Hero create expense button (PREMIUM plans), or open the action menu and choose Create expense for the manual form.
2. Hero looks for a matching vendor across both your service vendors and your accounting vendors.
   • If a vendor matches with high confidence, Hero creates and reconciles the expense for you.
   • If the match is less certain, the expense drawer opens pre-filled (amount, date, and the matched vendor) for you to review and save.
   • If no vendor matches at all, Hero proposes a brand-new vendor named from the bank line, and the drawer always opens for review. You will see a "New vendor will be created on save" hint. You can edit the proposed name, or switch to an existing vendor using the vendor picker. When you save, the new vendor is created and the expense is posted to it.
3. The new expense is linked to the bank line and both are marked Cleared to bank.

For a credit (incoming payment):

1. On the transaction row, click the Hero create invoice button (PREMIUM plans), or open the action menu and choose Create invoice / Create transaction for the manual options.
2. Hero finds the matching billing account by name and opens the invoice drawer pre-filled with the amount and the bank line date. A banner confirms that no notification will be sent.
3. Choose the GL income account for the payment (this is the one field you select), then save.
4. Hero creates the invoice, marks it Paid, and reconciles it against the bank line in one step. Because the money has already arrived, no customer notification or autopay charge is sent.

Note: The Hero create invoice action settles the invoice immediately (it lands Paid and reconciled), since the payment already cleared your bank. No emails, notifications, or charges are sent to any party. The manual Create invoice and Create transaction options remain record-only.