Matching bank lines to invoices and bills
This is the core of reconciliation — taking each bank transaction and connecting it to the invoice, bill, or payment that created it. Most matches are straightforward; a few take some detective work.
Matching a customer payment to an invoice
You see a deposit on your bank statement: "$549.99 from John Smith." CloudFFL OS suggests matching it to Invoice #INV/2026/0042 for a Glock 19 Gen5.
- Review the suggestion — does the amount match? Does the customer match?
- If it's correct, click Validate.
- The invoice moves to Paid status and the bank line is reconciled.
Matching a vendor payment to a bill
You see a withdrawal: "$2,125.00 to LIPSEYS LLC." CloudFFL OS suggests matching it to Vendor Bill #BILL/2026/0018 from Lipsey's.
- Verify the amount and vendor.
- Click Validate.
- The vendor bill moves to Paid status.
One payment covering multiple invoices or bills
Sometimes one bank transaction covers several records. For example, you paid Lipsey's $4,800 and that covers three separate bills ($1,500 + $2,100 + $1,200).
- On the bank line, CloudFFL OS may suggest one of the bills. Click to expand the match options.
- Use the search to find additional bills from the same vendor.
- Select all three bills. CloudFFL OS totals them — if they add up to the bank line amount, you're good.
- Click Validate.
When the amounts don't match exactly
Common reasons for small differences:
| Difference | Common cause | What to do |
|---|---|---|
| A few cents off | Rounding differences on tax calculations | Create a small write-off entry (see next page) |
| $25-50 less than expected | Bank wire fee or processing fee | Split the match: part to the invoice, part to a "Bank Fees" expense account |
| Significantly different | Partial payment, wrong invoice matched, or duplicate | Search for the correct match or check with the customer/vendor |
When no match is suggested
If CloudFFL OS can't find a match, you have a few options:
- Search manually — type the customer/vendor name or amount in the search box to find the record
- It's a transaction you haven't recorded yet — maybe you forgot to enter a vendor bill or a customer payment. Go create the missing record, then come back to reconciliation.
- It's a bank-only transaction — bank fees, interest payments, ATM withdrawals. These need new journal entries (covered on the next page).
NMI and Authorize.net settlements often appear as lump sums. Your payment processor batches daily transactions into one deposit. A $3,247.50 deposit might represent 12 individual card transactions minus processing fees. CloudFFL OS should match these automatically if your payment provider integration is configured correctly. If not, you may need to match against the individual payment records.