Match a Bank Withdrawal to a Bill You Have Already Paid

When you pay a bill and the money later leaves your bank account, those are two separate records in URBI: the bill you recorded, and the withdrawal your bank reported. Reconciliation is where you tell URBI they are the same event. This guide covers the Paid expenses tab, which works from the bill's side rather than the bank's.

Who can do this: Any staff member, property manager, or board member with general ledger edit permission for the property.

When to use the Paid expenses tab

Open Accounting > Reconciliation and choose the Paid expenses tab. It lists bills you have marked as paid that no bank withdrawal has been matched to yet.

Use this tab when you know a bill was paid and want to find the withdrawal for it. Use the Bank lines tab instead when you are working the other way round, starting from a line on your statement and deciding what it was.

The list loads more rows as you scroll. There is no page control to press.

Match a bill to its withdrawal

Press Match on the bill. URBI shows the withdrawals it considers candidates, closest first, and tells you how confident it is in each and how far apart the amount and the date are.

Two things worth knowing about how candidates are chosen:

• The comparison uses the bill's total, tax included. The cash that left your bank is the whole amount, so a bill with tax on it is compared on the whole amount too.
• Voided and rejected bills are never offered. If a bill you expected to see is missing from a candidate list, check whether it has been voided.

Choose the withdrawal and confirm. If the bill is still awaiting approval or is scheduled rather than paid, you can use Confirm match and mark paid to do both in one step.

Bills paid in instalments

A bill settled by several withdrawals does not belong to any single bank line. URBI matches each withdrawal to the instalment it paid, choosing by amount first and then by which instalment's date sits closest to the withdrawal.

If you undo a match on a bill like this, the instalment is released along with it, so you are free to match that same withdrawal to a different instalment straight away.

Undoing a match

Open the bank line and choose Edit or re-match. Undoing puts the bill, the bank line and the instalment all back the way they were, so nothing is left half-matched.

If an undo cannot complete, URBI tells you and changes nothing, rather than reporting success and leaving the two records disagreeing.

Bills whose withdrawal will never arrive

Some paid bills will never have a matching withdrawal, for example when the money never moved through the connected account. Those rows say so and do not offer a match.