Home Bank Reconciliation

Bank Reconciliation

CleverBalance lets you upload your bank statement and books, automatically matches transactions using system rules and AI, and gives you clean, audit-ready outputs without formulas, macros, or manual
By Vishwesh Sarkar
• 19 articles

How do I configure my Books / Books of accounts data before starting reconciliation?

Short Answer: Open the "Configure books data" modal, map the books file columns to reconciliation fields using the right-hand controls, apply any filters if needed, then click the yellow button at the bottom-right to save and proceed. PreRequisites 1. A Books / Books of accounts file has been uploaded to the corresponding card. 2. Statement review and party mapping (if applicable) are completed. Steps 1. In the reconciliation flow, open the "Configure books data" modal. The left panel shows sample rows from the uploaded books file, while the right panel displays the mapping controls. 2. Use the right-side dropdowns to map your books file columns to reconciliation fields such as: - Ledger - Amount - Date - Party Each required reconciliation field is assigned to a source column from your file. 3. Configure any filters or date ranges available in the right panel (if present). Filters or ranges appear applied within the modal interface. 4. Click the yellow button in the bottom-right corner to save the configuration and continue. The configuration is saved and the system proceeds to run reconciliation or move to the results screen. Troubleshooting 1. Mapping dropdowns do not show expected column names. Likely Cause: The books file does not contain a header row or the headers are not in the first row. Action: Add a clear header row, ensure it is on the first row of the first sheet, then re-upload the file. 2. Amounts do not match expected totals after mapping. Likely Cause: The wrong column was selected for the amount field, or values are formatted as text. Action: Reopen "Configure books data", select the correct amount column, and ensure the column is formatted as numeric in the source file. Note: Pay special attention to Amount and Party/Ledger mappings—incorrect mapping can lead to mismatches during reconciliation.

Last updated on Mar 17, 2026

How do I create a new bank reconciliation?

Short Answer: Select Bank reconciliation, upload the Bank statement and Books files, map the required fields in each Configure modal, then click Run reconciliation. PreRequisites 1. Have Bank statement and Books files in CSV, XLS, or XLSX format. 2. Each file must be ≤ 10 MB (Maximum file size: 10 MB). 3. Keep the data to be reconciled in the first sheet of the file. 4. Have the bank account name or number (if required). Steps 1. Select reconciliation type Open New reconciliation, click Select reconciliation type, and choose Bank reconciliation. The reconciliation type is set to Bank reconciliation. 2. Enter the bank account Click the Bank account name field and type or select the bank account name or number. The Bank account name field is populated. 3. Upload the Bank statement In the Bank statement panel, click Upload file or drag & drop your file. Supported formats: CSV, XLS, XLSX. The Bank statement card shows the uploaded file and an Edit icon appears. 4. Upload the Books file In Books / Books of accounts, click Upload file or drag & drop your file. The Books card shows the uploaded file and an Edit icon appears. 5. Configure Bank statement mapping Click Edit on the Bank statement card to open Configure bank statement. Map the following fields: - Transaction date - Date format - Description / Narration - Amount representation - Amount column Then click Save & apply. The mapping is saved and the modal closes. 6. Configure Books mapping Click Edit on the Books / Books of accounts card to open Configure books data. Map the following fields: - Date - Date format - Description / Narration - Amount column Then click Save & apply. The Books mapping is saved and the modal closes. 7. Run reconciliation Once both files are uploaded and mappings are saved, click Run reconciliation. The reconciliation process begins. Troubleshooting 1. Run reconciliation button is disabled Likely Cause: - One or both files not uploaded - Required mappings not saved - Bank account name missing Action: Upload both files, open Edit for each file and click Save & apply, and enter the Bank account name if required. 2. File upload fails Likely Cause: - File size exceeds 10 MB - File format not supported Action: Use CSV, XLS, or XLSX, ensure the file is ≤ 10 MB, then upload again. 3. Dates or amounts appear incorrect in preview Likely Cause: - Incorrect Date format selected - Wrong Amount column selected - Numbers formatted in scientific notation Action: Open the Configure modal, select the correct Date format, confirm the Amount column, and re-upload if needed after correcting formatting. Note: Keep the reconciliation data in the first sheet of your file and use the Data preview (first 20 rows) in the Configure modals to confirm your column mappings before running reconciliation.

Last updated on Mar 17, 2026

How do I map columns in the Bank statement file?

Short Answer: Open 'Configure bank statement', use 'Data preview (first 20 rows)' to identify columns, set '1. Transaction date', '2. Date format', '3. Description / Narration', choose '4. Amount representation', then select the appropriate '4. Amount column' and click 'Save & apply'. PreRequisites 1. Bank statement file uploaded and visible on the Bank statement card 2. Source file columns present in the first 20 rows Steps 1. Open 'Configure bank statement' by clicking 'Edit' on the Bank statement card. 'Configure bank statement' modal opens with 'Data preview (first 20 rows)'. 2. Review the 'Data preview (first 20 rows)' to identify the correct column headers for dates, narration, and amounts. You can see column headers like 'Transaction Date', 'Value Date', 'Description'. 3. For '1. Transaction date' use the 'Select column' dropdown to pick the column that contains the transaction date, then set '2. Date format' using 'Select date format'. Transaction date column and matching date format selected. 4. For '3. Description / Narration' choose the column that contains the description. Description / Narration column selected. 5. Under '4. Amount representation' choose either 'Single signed amount column' or 'Separate credit and debit columns', then set the '4. Amount column' (use 'Select column'). Amount representation and the appropriate amount column selected. 6. Click 'Save & apply' to store mappings and close the modal. Mappings are saved and the Bank statement card is ready for reconciliation. Troubleshooting 1. Dates are parsed incorrectly after saving (wrong day/month or blank). Likely Cause: Selected 'Date format' does not match the date column format in the file. Action: Re-open 'Configure bank statement', choose a different option under 'Select date format' that matches the preview and click 'Save & apply' again. 2. Amounts show as '5.22E+11' or look truncated in preview. Likely Cause: Large numbers are stored in scientific notation in the source file or Excel cell formatting. Action: Format the amount cells as plain numbers (no scientific notation) in the source file, save, and re-upload; then re-select the correct 'Amount column'. 3. Descriptions appear incomplete or missing. Likely Cause: Wrong column selected for 'Description / Narration'. Action: Use the 'Data preview (first 20 rows)' to identify the correct column and re-select it under '3. Description / Narration'. Note: The 'Data preview (first 20 rows)' helps confirm column selection before you click 'Save & apply'.

Last updated on Mar 17, 2026

How do I map columns in the Books / Books of accounts file?

Short Answer: Open 'Configure books data', review 'Data preview (first 20 rows)', select the Date column, choose '2. Date format', map '3. Description / Narration', pick '4. Amount column', then click 'Save & apply'. Pre-Requisites 1. Books file uploaded to the 'Books / Books of accounts' panel 2. Data visible in the first 20 rows Steps 1. Open Configure Books Data Click 'Edit' on the Books card to open 'Configure books data'. The 'Configure books data' modal opens with 'Data preview (first 20 rows)'. 2. Identify the Date Column Use the 'Data preview (first 20 rows)' to identify the column that contains the transaction date, then select it from the 'Select column' dropdown. 3. Set the Date Format Set '2. Date format' using 'Select date format' so the system can correctly parse the date column. 4. Map Description and Amount Columns Select the appropriate column for '3. Description / Narration' and choose the '4. Amount column' that contains the transaction amounts. 5. Save the Mapping Click 'Save & apply' to confirm the mappings. The books mapping is saved and the modal closes. Troubleshooting 1. Dates show incorrectly after mapping Likely Cause: Incorrect 'Date format' selected.Action: Re-open 'Configure books data', choose the date format that matches the preview, and click 'Save & apply' again. 2. Amount totals mismatch expectations Likely Cause: Wrong 'Amount column' selected or amounts stored in separate credit/debit columns. Action: Verify whether amounts are stored in a single signed column or separate credit and debit columns, then map the correct column under '4. Amount column'. Note: Compare the books preview with the Bank statement preview to ensure consistent mapping for dates and narration.

Last updated on Mar 17, 2026

How do I upload a Bank statement file?

Short Answer: Use the 'Bank statement' panel to drag & drop the file or click 'Upload file' (Supported formats: CSV, XLS, XLSX; Maximum file size: 10 MB), then configure mappings in 'Configure bank statement'. PreRequisites 1. Bank statement file in CSV, XLS, or XLSX format. 2. File size ≤ 10 MB. 3. Relevant data on the first sheet. Steps 1. Open the New reconciliation page and locate the 'Bank statement' panel. The Bank statement panel is visible and ready for file upload. 2. Drag & drop your file onto 'Drag & drop your file here' or click 'Upload file' and select the file. The file begins uploading, and the supported formats (CSV, XLS, XLSX) and maximum file size (10 MB) hint are visible. 3. Wait for the upload to complete. The Bank statement card should display the file name and an Edit icon. The uploaded file appears on the Bank statement card. 4. Click the Edit icon on the Bank statement card to open 'Configure bank statement'. The Configure bank statement modal opens showing 'Data preview (first 20 rows)'. 5. Map the required fields such as Transaction date, Date format, Description / Narration, and Amount column. 6. Click 'Save & apply' to confirm the mappings. The bank statement file is now ready for reconciliation. Troubleshooting 1. Upload fails or the file is not accepted. Likely Cause: • The file exceeds 'Maximum file size: 10 MB'. • The file is not in CSV/XLS/XLSX format. Action: • Reduce the file size or split the file if necessary. • Export the file to CSV, XLS, or XLSX, then try 'Upload file' again. 2. Data preview shows missing or incorrect columns. Likely Cause: • The reconciled data is not on the first sheet. • The file contains extra header rows. Action: • Move the data to the first sheet. • Remove any extra header rows. • Save the file and upload it again. Note: Supported formats and file size limits are shown under the upload box in the Bank statement panel.

Last updated on Mar 17, 2026

Why is the 'Run reconciliation' button disabled and how do I enable it?

Short Answer: 'Run reconciliation' becomes enabled only after both files are uploaded and required mappings are saved. Ensure both cards display uploaded filenames and you clicked 'Save & apply' in each Configure modal. Answer PreRequisites 1. Bank statement file and Books file are uploaded. 2. Required mappings are saved for both files. Steps 1. Confirm that both the Bank statement card and Books card display uploaded file names and an Edit icon. The cards indicate that both files were uploaded successfully and are ready for configuration. 2. Click the Edit icon on each file card to open the corresponding Configure modal. The Configure modal shows Data preview (first 20 rows) where you can verify the mappings. 3. Verify that the required fields are mapped correctly, such as: • Transaction date / Date column • Date format • Description / Narration • Amount column 4. Click 'Save & apply' after verifying the mappings. This saves the configuration and applies the mappings for the reconciliation process. 5. If applicable, ensure the 'Bank account name' field is filled in. This field may be required depending on your reconciliation setup. 6. Once both files are uploaded and mappings are saved, check the 'Run reconciliation' button. The button becomes enabled and can now be clicked to start reconciliation. Troubleshooting 1. 'Run reconciliation' remains disabled after uploading files. Likely Cause: • A file was uploaded but 'Save & apply' was not clicked in the Configure modal. • The required mappings were not saved. Action: • Open Edit for the file. • Verify and map the required fields. • Click 'Save & apply' to save the configuration. 2. One card still shows the upload area instead of a file name. Likely Cause: • The file upload failed. • The file was not selected or uploaded. Action: • Upload the missing file using 'Upload file' or drag & drop in the corresponding panel. Note: Both files and their saved mappings must be present before the 'Run reconciliation' button becomes enabled.

Last updated on Mar 17, 2026

What does 'Amount representation' mean and how do I choose it?

Short Answer: 'Amount representation' defines how transaction amounts are stored in your file—either in a single column with positive/negative values or in separate credit and debit columns. Choose the option that matches your file structure. Answer PreRequisites 1. Open 'Configure bank statement' or 'Configure books data' modal. Steps 1. Click 'Edit' on the uploaded file card to open the Configure modal. The Configure modal opens with mapping fields. 2. Locate 'Amount representation'. You will see two options: • Single signed amount column • Separate credit and debit columns 3. Choose the correct option based on your file format: • Select 'Single signed amount column' if your file has one column with positive (+) and negative (-) values. • Select 'Separate credit and debit columns' if your file has two columns—one for credit and one for debit. 4. Map the 'Amount column' (or the credit/debit columns if applicable). This ensures the system correctly understands the transaction amounts. 5. Click 'Save & apply' to confirm the mapping. The amounts are now interpreted correctly during reconciliation. Troubleshooting 1. Amounts appear incorrect (sign reversed or values doubled). Likely Cause: • The wrong amount representation option was selected. • The system is misinterpreting credit/debit values. Action: • Open the Configure modal using 'Edit'. • Switch to the other 'Amount representation' option. • Re-map the amount columns. • Click 'Save & apply' again. Note: Always choose the option that matches your file structure to ensure accurate amount calculation during reconciliation.

Last updated on Mar 17, 2026

How do I download the bank reconciliation report?

Short Answer: Open the reconciliation report and click the Download report button to download the file to your browser. PreRequisites 1. You can view the reconciliation report page (look for Recon ID in the top-right). 2. If the report is Private, you must have access or be signed in. Steps 1. Open the reconciliation report page. You will see the report title (e.g., Bank reconciliation report) and the top action bar. 2. Click the Download report button in the top action bar. Your browser begins downloading the reconciliation report file. 3. If you are using a public link, click Download report on the public report page. The download starts without requiring sign-in for public reports. 4. If the download does not start, check the report access settings or ensure you are signed in (if required). You can verify this from the Share dialog. Troubleshooting 1. Clicking 'Download report' does nothing or no file is downloaded. Likely Cause: • You do not have access because the report is Private. • The reconciliation is still processing. Action: • Open the Share dialog and check Report access. • Sign in if required. • Wait until processing messages (e.g., 'Books file processed (X transactions)') are complete, then try again. 2. Recipients cannot open or use a downloaded public report link. Likely Cause: • The report is set to Private, not Public. Action: • Open 'Share this report' and set Report access to Public, or ask an Owner/Admin to do so. • Use Copy link to share the correct public link. Note: In the Share dialog, Public reports display 'Anyone with the link can view. No login required.'.

Last updated on Mar 17, 2026

How do I inspect skipped records and fix the issues that caused them to be ignored?

Short Answer: Open the Skipped tab, click a skipped row to view the issue in the Skipped modal (e.g., 'Issue detected: Missing date'), then fix the source file and re-run reconciliation. PreRequisites 1. You have access to the uploaded bank or books files and can edit or re-upload them. 2. The reconciliation shows skipped records (a Skipped pill is visible). Steps 1. Open the reconciliation report and click the Skipped tab. You will see sections like 'Skipped – Bank' and 'Skipped – Books' with the note 'Records ignored due to missing or invalid data'. 2. Click a skipped row in the table to open the skipped-record details modal. The modal shows the transaction details and an 'Issue detected' message (e.g., 'Missing date'). 3. Note the exact issue detected, such as: • Missing date • Invalid date format • Missing amount • Mandatory column missing 4. Open your original source file (bank statement or books file) and fix the issue in that row. Examples: • Add a missing date • Correct the date format • Fill in the amount • Fix missing or invalid values 5. Re-upload the file or re-run reconciliation. The corrected records will now be processed instead of skipped. Troubleshooting 1. Row shows 'Issue detected: Missing date'. Likely Cause: • The date cell is empty for that row in the source file. Action: • Add a valid date in the source file and re-run reconciliation. 2. Rows show 'Invalid date format' or similar errors. Likely Cause: • The date value does not match the expected format. Action: • Correct the date format (e.g., YYYY-MM-DD) in the source file and re-run reconciliation. 3. Row shows missing or invalid amount. Likely Cause: • The amount column is empty or contains non-numeric values. Action: • Ensure the amount column contains valid numeric values and re-run reconciliation. Note: The Skipped section clearly indicates 'Records ignored due to missing or invalid data', helping you quickly identify and fix issues before re-running reconciliation.

Last updated on Mar 17, 2026

How do I view matched transactions and see why items were matched?

Short Answer: Open the 'Matched' tab, expand a grouped match to view 'Transactions in this match', then click a row to open 'Matched transaction details', which shows bank and book transactions along with the Match basis. PreRequisites 1. The reconciliation report is loaded and the Matched tab is visible. 2. At least one match exists in the report. Steps 1. Open the reconciliation report and click the Matched tab. You will see the 'Matched – bank vs books' section with grouped matches. 2. Click the expand chevron (>) or the grouped row (e.g., a date range like Multiple transactions) to expand it. The 'Transactions in this match' list appears showing individual bank and book entries. 3. Click a transaction row or the right-chevron (>) on a row. The 'Matched transaction details' modal opens. 4. In the modal, review: • Bank transactions • Book transactions • Match basis (e.g., Amount + date) 5. The Match basis explains why the system matched the transactions, such as matching by amount, date, or both. 6. Click the X (close icon) to exit the modal. You return to the Matched transactions list. Troubleshooting 1. No matched transactions are shown (message: 'No matched transactions found'). Likely Cause: • The bank and books data do not meet matching criteria. • One or both files are incomplete or not processed. Action: • Ensure both bank and books files are uploaded and processed (e.g., check for messages like 'Books file processed (X transactions)'). • Review and correct the source data if needed. • Run 'Run new reconciliation' again. Note: The 'Matched transaction details' modal clearly separates 'Bank transactions' and 'Book transactions', helping you compare entries and understand the match logic.

Last updated on Mar 17, 2026

How do I view unmatched transactions and open their details?

Short Answer: Click the Unmatched tab, choose either Unmatched – Bank or Unmatched – Books, then click a transaction row to open 'Unmatched transaction details'. PreRequisites 1. The reconciliation report is loaded and contains unmatched items. 2. The Unmatched tab (pill) is visible at the top of the table. Steps 1. On the report page, click the Unmatched tab. You will see two sections: 'Unmatched – Bank' and 'Unmatched – Books'. 2. Choose the list you want to inspect: • Unmatched – Bank → Transactions present in bank but not in books • Unmatched – Books → Transactions present in books but not in bank 3. Review the rows in the selected table. Each row shows fields like: • Date • Description • Amount 4. Click a transaction row or the right-chevron (>) on the row. The 'Unmatched transaction details' modal opens. 5. In the modal, review details such as: • Transaction ID • Date • Description • Other relevant fields for that record 6. Use the pagination controls at the bottom (e.g., 'Showing 1–10 of X') to navigate through more unmatched transactions. Troubleshooting 1. The Unmatched list shows 'No unmatched transactions'. Likely Cause: • All transactions have been successfully matched. Action: • Switch to the Matched tab to review the results. • If you expected unmatched items, check the source files and re-run reconciliation. Note: • Unmatched – Bank shows 'Transactions present in bank but not found in books'. • Unmatched – Books shows 'Transactions present in books but not found in bank'.

Last updated on Mar 17, 2026

What do the summary cards (Total bank amount, Total book amount, Matched, Unmatched, Skipped) show?

Short Answer: Each summary card shows totals and counts—including bank totals, book totals, matched totals with counts, unmatched totals by side, and skipped record counts. Answer PreRequisites 1. The reconciliation report is loaded. 2. The summary cards are visible beneath the action bar. Steps 1. Open the reconciliation report and look at the summary cards under the action bar. You will see cards such as: • Total bank amount • Total book amount • Matched • Unmatched – Bank • Unmatched – Books • Skipped records 2. Each card displays: • A total amount (e.g., $125,450.75) • A transaction count in parentheses (e.g., (48 transactions)) This helps you understand how many transactions contribute to each total. 3. Use the cards as a summary overview: • Total bank amount → Sum of all bank transactions • Total book amount → Sum of all book transactions • Matched → Amount and count of successfully matched transactions • Unmatched – Bank → Transactions present in bank but not matched • Unmatched – Books → Transactions present in books but not matched • Skipped records → Count of records ignored due to errors or missing data 4. Click or switch to the corresponding tabs (Matched, Unmatched, Skipped) to drill down into details behind each card. This allows you to verify and investigate the totals. Troubleshooting 1. Card totals don’t add up as expected. Likely Cause: • Some records are skipped due to missing or invalid data. • Transactions may be grouped into multi-transaction matches. Action: • Check the Skipped records section to identify ignored entries. • Expand grouped matches in the Matched tab to view individual transactions and subtotals. • If needed, correct the source data and run a new reconciliation. Note: The Matched card may include additional context such as '(X bank transactions matched with Y book transactions)' to explain how the totals were derived.

Last updated on Mar 17, 2026

What should I do if reconciliation fails with 'Reconciliation could not be completed'?

Short Answer: Click 'Run reconciliation again' and, if it still fails, check your uploaded files for missing or invalid data or contact support. PreRequisites 1. You are viewing the reconciliation error screen. 2. You have access to the uploaded bank and books files to make corrections if needed. Steps 1. On the error screen, read the message shown under the alert box. The message explains that the reconciliation could not be completed due to a temporary issue and suggests retrying or checking files. 2. Click the 'Run reconciliation again' button. The system will restart the reconciliation process and show processing status or updated results. 3. If the error persists, review your data: • Check the Skipped records section for issues like missing date, invalid format, or missing amount. • Inspect your uploaded bank and books files for incomplete or incorrect data. 4. Fix the issues in your source files (e.g., add missing values, correct formats), then re-upload or re-run reconciliation. 5. If the problem still continues, contact support and share the Recon ID shown at the top-right of the report. This helps support investigate the issue quickly. Troubleshooting 1. Clicking 'Run reconciliation again' shows the same error. Likely Cause: • There are data issues in the uploaded files causing repeated failure. • There may be a temporary backend issue. Action: • Check Skipped records for errors. • Correct the source files and re-run reconciliation. • If files appear correct, note the Recon ID and contact support. Note: Always keep the Recon ID handy when contacting support to help them trace and resolve the issue faster.

Last updated on Mar 17, 2026