What is automatic bank transaction reconciliation?
Automatic bank transaction reconciliation compares bank transactions with outstanding invoices. Clear incoming payments can be matched. Unclear cases remain visible for manual review.
Banking, outstanding receivables and reminders
Automatic bank transaction reconciliation: match payments to invoices faster
Connect your bank account, synchronise transactions and identify which invoices are paid, outstanding or still need review.
Motorica retrieves bank transactions through the configured connection and compares incoming payments with outstanding invoices. Clear matches can be assigned. Partial payments, bulk payments and unclear payment references remain visible until you have reviewed them. Motorica does not initiate bank transfers through this feature.
How bank transaction reconciliation works
Reconciliation links your bank transactions to invoices already stored in Motorica. This means you no longer have to search for each incoming payment separately across bank statements, invoice lists and your own spreadsheet.
- Set up the bank account once using a supported connection
- Synchronise new transactions
- Use outstanding invoices as the basis for reconciliation
- Compare the amount, invoice number, payment reference and counterparty
- Update the payment status after confirming a match
Automation only for reliable matches
Motorica may treat a payment as a clear match only when the available data correspond sufficiently. If information is missing or several invoices could apply, the transaction remains open for review.
- Clear: the payment and invoice match in a traceable way
- Ambiguous: display several possible invoices to choose from
- Not found: leave the payment unresolved
- Document a manual decision with the payment date
- Do not present an uncertain match as automatically resolved
Partial and bulk payments remain manageable
Not every incoming payment corresponds to exactly one invoice. For partial payments, bulk payments, different payers or missing invoice numbers, the actual relationship must be reviewed.
- Match a partial payment to an invoice
- Display the remaining outstanding amount
- Do not assign bulk payments to a single invoice without review
- Manually review different payers and payment references
- Track reversals and refunds separately
Outstanding receivables and reminders based on the current payment status
Paid, outstanding, partially paid and overdue invoices remain visible separately. This ensures that a payment reminder or formal reminder is based on the payment status that has actually been reviewed.
- Filter outstanding and overdue invoices
- Distinguish cases requiring clarification from genuine non-payers
- Check payment again before sending a reminder
- Handle payment reminders and reminder levels separately
- Retain the reminder PDF and sending history with the transaction
Protect bank data with clear permissions
Bank transactions contain sensitive business and personal data. Access to bank connections and transactions must therefore be limited to users with the required role.
- Restrict access by role and task
- Review the bank connection and permissions regularly
- Do not store login details in free-text fields
- Review unknown transactions with the right business context
- Do not claim that payment initiation is available as a feature
For businesses that issue invoices and receive regular payments
Bank transaction reconciliation is particularly helpful when invoices are sent regularly and outstanding payments should not be checked manually across several systems.
- Self-employed professionals and small service businesses
- Cleaning companies and property maintenance services
- Skilled trade businesses
- Agencies, consultancies and freelancers
- Businesses with recurring invoices and outstanding receivables
FAQ
Frequently asked questions about automatic bank transaction reconciliation
How does Motorica find the correct invoice?
Motorica considers factors including the amount, the invoice number in the payment reference and the counterparty. Payment matching depends on how complete and unambiguous the transaction data are.
What happens with a partial payment?
A partial payment can be matched to the invoice. The remaining outstanding amount stays visible, and the invoice is not treated as fully paid.
What happens if the payment reference is incorrect?
Motorica can compare other details such as the amount and counterparty. If the relationship remains unclear, the payment is not automatically treated as a clear match.
Can Motorica initiate bank transfers?
No. The feature described here is used to retrieve and reconcile bank transactions. Payment initiation is not offered.
Which banks are supported?
Availability depends on the bank, account type and technical interface. The specific account is checked during setup. Support for every bank is not promised.
Stop searching for unpaid invoices between your bank account and a spreadsheet
Connect invoices, incoming payments, outstanding receivables and reminders in one traceable workflow.