Bank transactions and reconciliation

Einblick imports bank transactions from connected accounts or bank export files and intelligently matches them to invoices and supplier invoices. This creates a complete financial picture and ensures every expense has a corresponding invoice—critical for tax compliance.

Connect a bank account

1. Navigate to System Settings → Integrations.
2. Click Connect bank account and select your bank.
3. Authorize the connection using your bank's secure authentication.
4. Einblick will discover your accounts and start importing transactions.

Supported banking providers include Enable Banking and GoCardless, covering most European banks.

Maintain bank consent

• Bank consent can expire because of PSD2 provider requirements. System Settings → Integrations warns when a connection is expired or expires within seven days.
• Use Renew consent on the existing bank connection to re-authorize it. Einblick keeps the same connection record, reuses matching account rows, and keeps imported transactions and existing matches attached. Accounts no longer returned by the provider are marked inactive instead of deleted.
• Consent-expiry and sync-failure notifications open the Integrations page and point to the affected bank connection.

Sync transactions manually

• Open Bank Transactions and use Sync to fetch the latest transactions from linked provider bank connections.
• The action reports how many new transactions were imported. If the provider cannot fetch transactions, Einblick keeps the connection linked, stores the technical error on the bank connection, and sends a user-friendly sync-failed notification to the connection creator or, if unavailable, the first workspace admin.

Import transactions from a bank file

• Open Bank Transactions and use Import file to upload an OFX or CSV bank export.
• Each file must contain transactions for one own IBAN. Required fields are own IBAN, booking date, amount, and currency. Optional fields include value date, account name, counterparty name and IBAN, reference text, bank reference, transaction reference, transaction code, and additional info.
• CSV imports auto-map common German and English headers when possible. If required columns are missing, map the CSV columns manually before previewing.
• The preview validates the file before writing and shows new, updated, duplicate, and skipped rows. Bank-file imports currently accept files up to 10 MB and up to 5,000 rows.
• If the own IBAN already exists in the workspace, Einblick reuses that bank account. Otherwise it creates a manual Manual import bank connection and account. Manual connections are skipped by provider sync.
• Reimporting the same file is safe: Einblick deduplicates by stable transaction identifiers when available and otherwise compares account IBAN, booking date, amount, currency, counterparty, IBAN, and reference.

Automatic organization matching

When transactions are imported, Einblick automatically matches them to organizations using IBAN (International Bank Account Number) comparison:

• If a transaction's counterparty IBAN matches an organization's bank details IBAN, the transaction is automatically linked to that organization.
• This happens instantly during import—no manual work required.
• You can see which organization a transaction belongs to in the bank transactions table.

This direct organization link lets you see all financial activity with a company, even before invoices are created or linked.

Automatic invoice matching

Einblick uses intelligent matching to automatically link transactions to invoices:

How it works

The matcher scores several signals together instead of relying on amount alone:

• Amount and currency: exact amount matches are strongest, close matches are still considered up to 5.00 difference, and currency mismatches weaken the result. For supplier invoices in another currency, Einblick can also compare against the stored converted gross total when it is available in the bank transaction currency.
• Invoice reference text: invoice numbers and other identifying text in the bank reference, additional info, or transaction code are strong signals.
• Organization and seller identity: matched organization, seller name overlap, and IBAN all help confirm the right counterparty.
• Date proximity: booking date and invoice date are compared within a 21-day window, with closer dates scoring better.

These signals are combined into a confidence score (0-100%). Based on that score:

• Auto-matched: only when the best candidate has an exact amount match, strong supporting signals, at least 68% confidence, and is clearly better than the next candidate.
• Suggested: when confidence reaches at least 42%, or when strong partial evidence exists such as invoice number + amount or seller/date + amount.
• Unmatched: when there is not enough evidence yet for either of the first two states.

Auto-matched transactions

Transactions that meet the auto-match rules are linked by a background matching run shortly after import and marked as "Auto-matched". They still stay in the Review queue until you confirm them:

1. Go to Bank Transactions → Review.
2. Find transactions marked with the "Auto-matched" badge.
3. Click Confirm to turn the link into a normal matched payment, or Unlink if incorrect.

Suggested matches

When the system finds a potential match but isn't certain, it creates a suggestion:

1. Go to Bank Transactions → Review.
2. Review suggested matches showing:
   • Confidence percentage
   • Match reasons (for example exact amount, IBAN, reference text, or date proximity)
   • Linked invoice or supplier invoice details
3. Click Accept to link the transaction, or Reject to dismiss the suggestion.

Manual linking

You can manually link transactions to invoices at any time:

1. Open Bank Transactions.
2. Find the transaction you want to link.
3. Click the actions menu (three dots) and select Link.
4. Choose whether it's an incoming payment (invoice) or outgoing payment (supplier invoice).
5. Search for and select the matching invoice.

The link dialog ranks candidates with the same matcher and shows confidence plus signals such as amount, invoice number, seller, IBAN, reference text, date, and currency mismatches.

For outgoing transactions without a supplier invoice yet, the row actions also let you create a new incoming invoice manually or upload documents directly from Bank Transactions. Saving the linked supplier invoice or routed upload links it back to the originating transaction automatically.

Transaction status

Transactions can have different match statuses:

• Unmatched: No link to an invoice yet
• Suggested: System found a potential match—review in the Review queue
• Auto-matched: Automatically linked with high confidence—confirm in Review queue
• Matched: Confirmed link to an invoice (manually or after confirmation)
• Dismissed: Suggestion was rejected

Invoice status updates

When you manually link a transaction, accept a suggestion, or confirm an auto-match, Einblick automatically updates the invoice status:

• Invoice (outgoing): Status changes to "Paid"
• Supplier invoice (incoming): Status changes to "Paid"

Auto-matched transactions do not switch the invoice to Paid until you confirm them in the Review queue.

Categorizing transactions

Not all transactions link to invoices. Categorize others for better reporting and journal coverage:

1. Open a transaction's actions menu.
2. Select Categorize.
3. Choose a category:
   • Business income: Income not linked to an invoice
   • Business expense: Expense not linked to a supplier invoice
   • Transfer: Internal transfers between accounts
   • Private: Personal transactions
   • Tax: Tax-related transactions (VAT, payroll, etc.)
   • Uncategorized: Not yet categorized

Categorized transactions appear in financial reports and charts.

The Bank Transactions table also includes an editable accounting account column. Use it when the category default is not specific enough for an unmatched transaction. A selected account overrides the category mapping for the generated journal entry and can be learned from the organization, counterparty, or category for similar future transactions.

Reconciliation warnings

The dashboard shows reconciliation warnings to help you maintain financial compliance:

Warning types

1. Unmatched expenses without invoice: Outgoing business expenses without a linked supplier invoice (critical for tax compliance)
2. Paid invoices without transaction: Invoices marked "Paid" but no bank transaction linked
3. Amount mismatches: Linked transaction amount differs from invoice total
4. Overdue invoices without payment: Invoices past due date with no payment received
5. Duplicate payments: Multiple transactions matching the same invoice
6. Uncategorized transactions: Transactions without a category assigned

Click any warning to open the relevant Bank Transactions or Invoices view with the matching filter preset already applied. From the URL filter chip, you can clear that temporary preset or save it as your default table filter.

Assistant reconciliation checks

The assistant can help review finance coverage without leaving the app:

• Ask it to review a named vendor's bills against bank transactions. It returns a table with current links, suggested transactions, confidence signals, and proposed link/unlink operations. It only applies those operations after you explicitly confirm them.
• Ask whether bookkeeping looks complete for a concrete period such as a year or quarter. The audit is read-only and checks unlinked bank transactions when bank data is available, invoice and bill gaps or duplicates, review states, missing journal coverage, amount/link mismatches, and recurring vendor or financial-entry gaps.
• If a user lacks access to a finance area or bank data is unavailable, the assistant reports that limitation instead of treating the period as fully covered.

Organization financial view

When viewing an organization, you can see their complete financial relationship:

• Income: Paid invoices where the organization is the client
• Expenses: Paid supplier invoices from the organization
• Direct transactions: All bank transactions matched to the organization (even without invoices)

This gives you a complete picture of money flow with each organization.

Best practices

1. Connect bank accounts early: The more transaction history you import, the better the matching becomes. If provider history is incomplete, import bank export files for the missing period.
2. Review auto-matches regularly: Check the Review queue weekly to confirm auto-matched transactions.
3. Resolve warnings promptly: Address reconciliation warnings to maintain accurate financial records.
4. Categorize everything: Assign categories to all transactions for better reporting.
5. Set accounting accounts where needed: Use manual account overrides for transactions that should not use the category default.
6. Keep organization bank details updated: Ensure organizations have correct IBANs for better automatic matching.
7. Link manually when needed: Don't hesitate to manually link transactions if automatic matching missed them.

Troubleshooting

Transaction not matching automatically

• Check that the organization has bank details with IBAN configured (IBAN match is a strong signal)
• Verify the invoice amount matches the transaction amount exactly, or that a supplier invoice in another currency has a converted gross total close to the bank amount (exact amount remains the strongest auto-match signal)
• Ensure the transaction reference contains the invoice number or other identifying text (reference matches significantly increase confidence)
• For outgoing invoices, automatic matching only considers invoices in "Sent" or "Overdue". Incoming invoices marked as Cash or External account are excluded from company-bank matching.
• For cross-currency supplier invoices, make sure the invoice currency and gross total are filled so Einblick can calculate a converted gross amount.
• Check that transaction date is within 21 days of invoice date (date proximity helps but isn't required)
• Verify the counterparty name matches the organization name (helps with confidence scoring)
• Newly imported transactions may remain Unmatched briefly while the scheduled matcher finishes.

Bank-file import fails

• Check that the file has one own IBAN and that booking date, amount, and currency are present.
• For CSV files, map the required columns and use ISO dates (YYYY-MM-DD) or German dates (DD.MM.YYYY).
• Make sure the currency code exists in workspace currencies and the file stays within the 10 MB / 5,000 row limits.

Wrong auto-match

• Go to Review queue and click Unlink on the incorrect match
• You can manually link to the correct invoice

Missing organization match

• Add bank details (IBAN) to the organization in Organizations
• Run a backfill if needed (contact support)
• Future transactions will match automatically