Receipt Matching with Transactions

Reading Time: 6 minutes

Overview

Learn how to match your uploaded receipts with bank transactions in Akili Apps. Receipt matching helps reconcile expenses, prevent duplicates, and maintain accurate financial records by linking receipt images to imported bank transactions.

What You'll Learn

• Understanding receipt and transaction matching
• Automatic matching features
• Manual matching process
• Resolving matching conflicts
• Best practices for accurate matching

Understanding Receipt Matching

What is Receipt Matching?

Receipt matching is the process of connecting:

• Receipt Image: Physical proof of purchase uploaded to Akili
• Bank Transaction: Transaction imported from your connected bank account
• Expense Record: The final expense entry in your books

Why Match Receipts?

Benefits:

1. Prevent Duplicates: Avoid double-counting the same expense
2. Complete Records: Have both bank record and receipt proof
3. Reconciliation: Ensure all expenses have supporting documentation
4. Tax Compliance: CRA requires receipts for deductions
5. Accurate Books: Bank data + receipts = complete picture

Matching Scenarios

Scenario 1: Receipt First

• You upload a receipt via OCR
• System creates an expense from receipt
• Later, bank transaction imports
• System suggests matching

Scenario 2: Transaction First

• Bank transaction imports automatically
• You upload corresponding receipt
• System detects potential match
• You confirm the match

Scenario 3: Manual Entry

• You manually enter an expense
• Upload receipt as attachment
• Match to imported bank transaction

Automatic Matching

How Auto-Matching Works

Akili's intelligent matching engine analyzes:

Matching Criteria:

1. Amount Match: Transaction amount equals expense amount
2. Date Proximity: Within 1-3 days of each other
3. Merchant Match: Vendor name similar to transaction description
4. Unique Identifiers: Receipt numbers or transaction IDs

Confidence Scores:

• High Confidence (>90%): Very likely same transaction
• Medium Confidence (70-90%): Probably same, review recommended
• Low Confidence (<70%): Possibly related, manual review needed

Automatic Match Suggestions

When a potential match is detected:

1. Notification: You'll see a match suggestion notification
2. Review Screen: Shows side-by-side comparison:
   • Receipt details (vendor, amount, date)
   • Transaction details (description, amount, date)
   • Confidence score and reasoning
3. Actions:
   • Confirm Match: Accept the suggestion
   • Reject Match: Mark as not related
   • Review Later: Skip for now

Auto-Match Settings

Configure automatic matching behavior:

Settings Location:

• Settings > Bank Connections > Matching Preferences

Options:

• Auto-match high confidence (>95%): Automatic matching without review
• Suggest medium confidence (70-95%): Show suggestions for review
• Ignore low confidence (<70%): Don't show unlikely matches
• Date tolerance: How many days apart to consider (1-7 days)
• Amount tolerance: Allow small differences (e.g., ±$0.50 for tips)

Manual Matching Process

Matching Receipts to Transactions

Step 1: Access Unmatch Items

Navigate to one of these locations:

• Receipts > Unmatched tab
• Transactions > Unmatched tab
• Dashboard > Reconciliation Widget

Step 2: Select Items to Match

Option A: Start from Receipt

1. Click on unmatched receipt
2. Click Find Matching Transaction button
3. System shows potential transaction matches
4. Review suggested matches

Option B: Start from Transaction

1. Click on unmatched transaction
2. Click Find Matching Receipt button
3. System shows potential receipt matches
4. Review suggested receipts

Step 3: Review Match Details

Compare side-by-side:

Receipt Information:

• Vendor from OCR
• Receipt date
• Total amount
• Tax amount
• Items purchased (if available)

Transaction Information:

• Bank description
• Transaction date
• Debit amount
• Pending vs. posted
• Account

Match Indicators:

• ✅ Amount matches exactly
• ⚠️ Amount close (within $1)
• ❌ Amount differs significantly
• ✅ Date within 2 days
• ✅ Merchant name similar
• 🎯 Confidence score

Step 4: Confirm Match

1. If details align, click Confirm Match
2. Receipt and transaction link together
3. Creates single, complete expense record
4. Both marked as "Matched" in their lists

Step 5: Handle Merged Data

When matched, system creates unified expense with:

• Receipt image attached
• Bank transaction data
• Combined notes
• Category from receipt (or transaction)
• Confirmed status

Matching Multiple Items

Batch Matching:

1. Select multiple unmatched receipts
2. Click Batch Match button
3. System processes each receipt
4. Review all suggestions in sequence
5. Confirm or reject each match

Special Matching Scenarios

Tip Amounts

Restaurant receipts often have different amounts:

• Receipt Total: $50.00 (before tip)
• Bank Transaction: $60.00 (with $10 tip)

Solution:

• System detects tip variance (configurable tolerance)
• Suggests match despite difference
• You can add tip amount when confirming
• Final expense shows: $50 + $10 tip = $60 total

Split Transactions

One purchase, split into multiple payments:

Example:

• One receipt for $200
• Two card charges: $100 each

Solution:

1. Upload receipt once
2. Match to first $100 transaction
3. Note in comments: "Split payment 1 of 2"
4. Create linked expense for second $100
5. Reference original receipt

Refunds and Returns

Receipt shows purchase, transaction shows refund:

Handling:

• Don't match automatically (amounts opposite)
• Create separate return/refund expense
• Link to original purchase in notes
• Both expenses reference same receipt

Foreign Currency

Receipt in USD, transaction in CAD:

System Handling:

• Detects currency difference
• Shows converted amounts
• Uses transaction exchange rate
• Confirms conversion in match details

Resolving Matching Issues

Common Issues

Issue: No Match Found

Possible Causes:

• Bank transaction hasn't imported yet
• Date range filter too narrow
• Transaction from different account
• Amount significantly different

Solutions:

• Wait for next bank sync (automatic daily)
• Manually trigger bank sync
• Expand date range filter
• Check other connected accounts
• Verify amount is correct on both sides

Issue: Multiple Match Suggestions

Cause: Several transactions appear similar

Solution:

1. Compare dates carefully (posted date vs. transaction date)
2. Check amounts precisely (including cents)
3. Verify merchant names
4. Check for duplicates in bank feed
5. Match to most recent if unclear

Issue: Wrong Match Confirmed

Solution:

1. Open the matched expense
2. Click Unmatch button
3. Confirm unmatching
4. Receipt and transaction separate again
5. Attempt correct match

Issue: Receipt Uploaded Twice

Solution:

1. Identify duplicate receipt
2. Unmatch if already matched
3. Delete duplicate receipt
4. Keep best quality version
5. Re-match if needed

Unmatching Items

To separate matched receipt and transaction:

1. Open the matched expense
2. Click Unmatch Receipt from Transaction
3. Confirm unmatching
4. Creates two separate items:
   • Receipt-based expense
   • Transaction-based expense
5. Delete one if truly duplicate
6. Or keep both if different expenses

Best Practices for Matching

During Receipt Upload

1. Upload Promptly: Upload receipts soon after purchase
2. Verify Amounts: Ensure OCR extracted correct total
3. Check Dates: Confirm date is accurate
4. Clear Vendor Names: Fix vendor if OCR unclear

During Bank Sync

1. Sync Regularly: Keep bank connection active
2. Review Imports: Check new transactions weekly
3. Categorize Promptly: Easier to match categorized items
4. Watch for Duplicates: Catch errors early

Matching Strategy

1. High Confidence First: Approve obvious matches quickly
2. Review Medium: Carefully check suggested matches
3. Manual for Complex: Take time with unusual transactions
4. Document Decisions: Use notes for non-standard matches

Maintaining Accuracy

1. Weekly Reconciliation: Review unmatched items weekly
2. Month-End Review: Ensure all items matched or explained
3. Document Exceptions: Note why items don't match
4. Archive Completed: Mark reconciled periods as complete

Matching Reports

Reconciliation Status

View matching status:

• Dashboard Widget: Shows unmatched counts
• Reconciliation Report: Detailed matching status
• By Account: Separate status per bank account
• By Time Period: Monthly or quarterly views

Unmatched Items Report

Shows all items needing attention:

• Unmatched receipts (have receipt, no transaction)
• Unmatched transactions (have transaction, no receipt)
• Suggested matches awaiting review
• Rejected matches (marked as not matchable)

Mobile Matching

Mobile Workflow

Upload Receipt Immediately:

1. Take photo after purchase (in parking lot, at table)
2. Upload via mobile browser
3. Quick OCR review
4. Transaction matches automatically later

Review Matches on Mobile:

• Swipe through match suggestions
• Tap to confirm or reject
• Quick actions for common scenarios
• Same functionality as desktop

Common Questions

Q: Do I need to match every receipt?

It's recommended for accuracy and reconciliation, but not required. Unmatched receipts still count as expenses.

Q: What if I don't have the receipt?

You can keep the bank transaction as the expense record. Add notes explaining missing receipt.

Q: Can one receipt match multiple transactions?

Yes, for split payments. Match the receipt to primary transaction and link others via notes.

Q: What if amounts don't match exactly?

Small differences (tips, currency conversion) are okay. System allows tolerance. Confirm match and note difference.

Q: How do I handle cash expenses?

Cash expenses don't have bank transactions. Upload receipt and mark payment method as "Cash". No matching needed.

Q: Can I unmatch and re-match?

Yes, unmatch and then select the correct transaction to match.

Q: What happens to categorization when matching?

Receipt category takes precedence. You can manually change after matching if needed.

Q: How far back can I match transactions?

As far back as you have both receipts and transactions in the system. No time limit.

Related Articles

• Uploading Receipts
• Managing Receipts
• Bank Account Integration
• Syncing Transactions
• Reconciling Transactions

Need Help?

For matching assistance:

• Email: support@akiliapps.com
• In-app: Click Help > Contact Support
• Video tutorial: help.akiliapps.com/receipt-matching

Akili Apps - Intelligent Expense Tracking for Canadian Businesses