Best practices for Statements Import

A few habits keep your reconciliation fast, accurate and safe.

Build one template per bank export, and reuse it

Bank exports rarely change format. Invest a couple of minutes to build a clean map template from a real sample once; every future import from that bank is then one click. If a bank offers several export formats, prefer the one that includes the structured communication and the counterparty IBAN.

Always attach the IBAN to the bank account

Configuring the account IBAN lets the app warn you if you upload a statement from the wrong account. It also keeps reconciled income tied to the correct payment method for reporting.

Start with manual review; raise auto-confirm gradually

Keep the auto-confirm threshold at 0 at first and watch how the confidence scores line up with reality for your data. Once you trust high-confidence matches (for example structured-communication matches with the exact amount), raise the threshold so those reconcile automatically and you only review the rest.

Import in order and don't fear overlaps

Imports are idempotent: the app fingerprints each line and skips anything it has already imported, and it refuses a file whose exact contents were imported before. Overlapping date ranges will not create duplicate payments.

Encourage customers to use the structured communication

The single biggest accuracy win is customers paying with the structured communication (OGM/VCS) printed on the invoice. Its check digit makes the match all but certain. Where you can, put it prominently on your invoices.

Reconcile promptly and use Ignore deliberately

Review each import soon after uploading, while the context is fresh. Mark genuine non-business lines (internal transfers, bank fees, reversals) as Ignore so your reconciled/outstanding counts stay meaningful.

Reverse instead of editing

If you reconcile the wrong invoice, use Reverse — it removes the created payment and refreshes the invoice status, then re-match correctly. This keeps a clean audit trail.

Control who can reconcile

Reconciliation writes financial records. Grant the reconcile permission only to trusted staff; you can still let others upload and review without the ability to post payments.

Use AI as a helper, not an autopilot

Turn on AI reconciliation for the awkward, human-worded payments the deterministic engine misses — not as a replacement for it. Let the exact matches (structured communication, invoice number, exact amount) be handled deterministically first, then run AI on what's left. Always review AI suggestions before confirming: they are marked AI (provider): … so they are easy to spot. Remember each AI suggestion is a paid API call and sends transaction details plus candidate invoice data to your chosen provider — enable it only where that is acceptable, and prefer a provider you already trust with your data.