Bank Reconciliation

Bank reconciliation in billli helps you match incoming payments to invoices automatically. This saves time and ensures your records are accurate.

What is Bank Reconciliation?

Bank reconciliation is the process of matching your bank statement entries to your invoices. When a client pays an invoice, the payment appears in your bank account. Reconciliation connects that payment to the correct invoice.

Benefits

• Save time - Automatically match payments to invoices
• Accuracy - Reduce manual errors in tracking
• Clear records - Know exactly which invoices are paid
• Easy auditing - Clear paper trail for accounting

Getting Started

Supported Formats

billli accepts these bank statement formats:

How Matching Works

billli matches payments to invoices using:

QR-Reference Matching

When clients pay using the QR-Bill, the payment reference is included in the bank transaction. billli uses this reference to match automatically.

Payment Reference: RF18 5390 0754 7034
→ Matches: Invoice INV-2026-0042

This is the most reliable matching method with 99%+ accuracy.

Amount Matching

If no reference is found, billli looks for:

• Invoices with the exact same amount
• Outstanding invoices to the same payer
• Recent invoices within a date range

Manual Matching

For payments that can't be matched automatically:

1. Select the transaction
2. Choose the matching invoice from the dropdown
3. Click Match

Reconciliation Workflow

Step 1: Upload

Upload your bank statement file. billli parses the transactions and displays them in a list.

Step 2: Auto-Match

billli automatically matches transactions where possible. You'll see:

• 🟢 Matched - Automatic match found
• 🟡 Suggested - Possible match, needs review
• ⚪ Unmatched - No match found

Step 3: Review

Go through each transaction:

• Matched: Verify the match is correct
• Suggested: Confirm or select different invoice
• Unmatched: Manually match or mark as non-invoice payment

Step 4: Confirm

Once reviewed, click Confirm All to:

• Mark matched invoices as paid
• Record the payment date
• Link transactions to invoices

Handling Special Cases

Partial Payments

If a client pays less than the invoice amount:

1. Match the payment to the invoice
2. Select "Partial Payment"
3. The remaining balance stays outstanding

Overpayments

If a client pays more than owed:

1. Match to the invoice(s)
2. The excess appears as a credit
3. Apply to future invoices or refund

Multiple Invoices, One Payment

When a client pays multiple invoices together:

1. Select the transaction
2. Click Match Multiple
3. Select all relevant invoices
4. Confirm the combined total matches

Non-Invoice Transactions

For payments not related to invoices (expenses, transfers):

1. Select the transaction
2. Click Mark as Other
3. Add a category and note
4. These won't affect invoice status

Best Practices

Reconcile Regularly

• Weekly - For high-volume businesses
• Bi-weekly - For moderate volume
• Monthly - Minimum recommendation

Don't let reconciliation pile up. Regular processing makes it faster and catches issues early.

Use QR-Bill References

Encourage clients to pay via QR-Bill scan. The included reference ensures automatic matching.

Review Before Confirming

Always review suggested matches:

• Verify amounts match
• Check the payer name
• Confirm the date makes sense

Handle Discrepancies

If a payment doesn't match expected amount:

• Bank fees deducted?
• Currency conversion?
• Partial payment?
• Wrong invoice paid?

Document the reason when matching.

Troubleshooting

Statement Won't Upload

• Check file format is supported
• Ensure file isn't corrupted
• Try re-exporting from your bank

No Matches Found

• Client may have paid without using QR-Bill
• Reference may have been entered incorrectly
• Check for amount variations (fees, rounding)

Wrong Match Suggested

• Manual matching is always available
• Check for duplicate amounts on different invoices
• Verify the payment date makes sense

Next Steps

• Payment Tracking
• Getting Started
• Understanding QR-Bill