Invoice Matching

AI Finance Team links each bank transaction to the invoice it pays. This is invoice matching. Most pairs are matched automatically. The uncertain ones wait for you as suggestions on the Matching page, and anything else you can link by hand from the transaction or from the invoice.

When matching runs

Matching runs by itself whenever there is something new to match:

• New bank transactions: after a bank statement is processed, and for bank-feed transactions once they are categorised and their partner is recognised.
• New invoices: after an uploaded invoice is processed, and when an invoice arrives from NAV.
• A partner recognised later: when a transaction's partner is identified after it arrived, the workspace is checked again.

You can also start it yourself with Run Matching (see Running matching manually). Only one matching run works on a workspace at a time. A run that finds another one in progress waits and tries again.

How matching works

Which invoices a transaction is compared with

A transaction is only compared with invoices it could plausibly pay:

• Direction: an income invoice with money coming in, an expense invoice with money going out.
• Currency: the same currency. For a foreign card payment, also the currency the purchase was made in (see Cross-currency matching). For an invoice with nothing paid on it yet, also any currency, when both amounts converted to your base currency are within 3% of each other.
• Amount: the payment is at least 1% and at most three times the invoice's open balance.
• Date: the payment is within 180 days of the invoice's due date, or of its issue date when it has no due date.
• Invoice status: only Open and Partially paid invoices that have finished processing. Paid, Cash and Void invoices, rejected invoices and duplicates are left out, and so are internal transfers, duplicate transactions and anything held in an open settlement.

When a bank statement PDF is processed, text that looks like an invoice number anywhere in a transaction row is added to its reference, so the invoice number counts even when the bank printed it in the description.

The order of the checks

1. Payment files first. If you paid the invoice with a payment file exported from AI Finance Team (see Paying approved invoices), the bank transaction for that line is matched straight away, with no AI and a score of 100. The paying account, the payee's account or name, the amount and the booking date (from 1 day before to 10 days after the file's execution date) must agree. The match detail page then says Matched from payment file #N.
2. Exact matches without AI. When the amount is exactly the open balance, the payment is within 30 days of the invoice, and either both sides are the same partner, the invoice number is in the payment reference, or it is the only exact candidate on both sides, the pair is matched with a score of 100.
3. AI scoring. For everything else, Claude compares the transaction with its candidate invoices and scores each from 0 to 100. The strongest signal is the invoice number in the payment reference. The partner, the amount and the dates count too.
4. Same-partner rule. When both sides are the same partner (the same partner record, a verified partner link, or the same company name once legal suffixes such as Kft. or GmbH are stripped), the amount covers the open balance exactly, the payment is within 30 days of the due date, and your own company's name or tax number is not in the bank text, the pair is matched automatically, whatever the AI score. This mostly helps card payments, whose bank lines rarely carry an invoice number.

What the score means

Safety checks

An automatic match becomes a suggestion for you to review instead when something about it looks off:

• only the AI score supports it: the partners are not the same and the amount is not within 1%;
• the payment is larger than the invoice;
• the payment was made more than a week before the invoice date and the amount is not exact;
• the two sides are known to be different companies;
• a card payment was made noticeably earlier than this partner's invoices are usually paid;
• the partner has several purchases of the same amount and the payment cannot be paired with one of them with confidence. For card payments, the purchase date printed in the bank text is used to pair them.

One payment, several invoices

When one payment adds up to 2 to 6 open invoices of the same partner, or 2 to 6 payments add up to one invoice, matching suggests them together as a combination. A combination is always a suggestion, never an automatic match, and approving it books every invoice in it. For any other split, use the Settlement tab (see Settling partner balances).

On its own, automatic matching links a transaction to one invoice at most. An invoice can be paid by several transactions.

The Matching page

Matching is in the workspace sidebar for accountants. The page has four tabs: Overview, Matches, Partners and Settlement. The suggestions and the confirmed matches are on the Matches tab.

1. The Matches tab.
2. History shows the recent matching runs; Run Matching starts one.
3. The AI score of the suggestion.
4. A grouped row: two payments towards one invoice, with a score for each.
5. Approve confirms the suggestion, Reject dismisses it.

The tab has two sections:

• Pending: the suggestions waiting for your decision, highest score first. This section is always shown in full: it is never filtered or split into pages, with one exception. Opened from the Closing check No pending match suggestions, it shows only that month's suggestions, under a label that says so (see Monthly Closing).
• Approved: the confirmed matches, automatic or accepted by an accountant, newest first. Search, filters and pages apply to this section only.

Both sections have four columns: Score (on pending rows, the AI score as a badge) or Confidence (on approved rows, High, Medium or Low), Invoice (number, partner and amount), Transaction (partner, date and amount), and Actions (Approve and Reject, or View).

Searching and filtering

The search box in the Approved section finds matches by invoice number, the invoice's partner or the payment reference as you type. The filters beside it:

• Date: the transaction's booking date. Pick a month, a quarter, a year, a custom range, or a rolling period such as the last 30 days. The list starts at All time, so nothing is hidden until you choose. If you work in a focused period, the list follows it.
• Confidence: switch High, Medium and Low on or off. All three are on at first.

The search and the filters are kept in the page address, so you can bookmark a filtered view or send it to a colleague.

Pages

The Approved section shows 50 matches per page. Change it with Per page: (10, 50 or 100); this browser remembers your choice. ← Previous and Next → appear when there is more than one page.

Grouped rows

When several transactions pay one invoice, they share a row, for example 2 transactions · HUF 264,000.00 · 1 invoice · HUF 264,000.00, with one score badge per transaction. Approve and Reject on the row act on the whole group. To decide on each transaction separately, open the row.

Approving and rejecting

Approve confirms the match. Reject dismisses the suggestion; if the same pair still lines up on a later matching run, it can be suggested again. Neither asks for confirmation.

Who can approve and reject

Approving, rejecting and removing matches, History, Run Matching and the Settlement tab need the Manage matching permission. Accountants and accountant admins have it by default; your firm can take it away from a role or from one person (see Roles and permissions). Client users never have it and do not see Matching in the sidebar.

Looking at an invoice or a transaction

In each row, the invoice number and the transaction's partner are links. Click one and the record opens in a preview over the list, so you keep your place. A click anywhere else on the row still opens the suggestion or the match.

For an invoice, the preview shows the amounts and dates, the parties, the lines and the matched payments, with the original under Document. For a transaction, it shows the partner, the account, the reference, the matched invoice or the suggestions with their scores, and the category.

• The arrows at the top, next to the position (for example 3 / 12), move to the invoice or transaction of the previous or next row in the same section. The ↑ and ↓ keys do the same.
• On a pending row, Approve and Reject at the bottom of the preview act on the whole suggestion, like the buttons on the row. After a decision the preview moves on to the next suggestion, and closes when none is left.
• Full invoice or Full transaction opens the complete page in a new browser tab.
• Esc, the × or a click outside the preview closes it.

To skip the preview, hold Cmd (Ctrl on Windows) while you click, or click with the middle mouse button. The full page opens in a new tab.

The same preview opens from the invoice number and the transaction reference on the suggestion and match pages, from the rows of a partner's ledger on the Partners tab, from the records in a settlement, and from the invoice in the Matching & payment card on a transaction's page. In those places it has no buttons at the bottom.

The suggestion detail page

Click a pending row to open the suggestion. The page shows:

• Back to Matches, which returns to the tab as you left it, the title Pending suggestion (or Pending suggestion (2 pairs) for a group), and the score of each transaction.
• Invoice: number, partner, issue and due date, amount, payment status and direction (Income or Expense), with Open invoice →.
• Transactions: each transaction with its score, reference, partner, booking date, Credit or Debit, amount, description, category and the AI reasoning, with Open transaction →. In a group they are labelled Transaction 1 of 2, and Remove from match releases one transaction for re-matching without touching the others.
• For a combination, a box such as Combination: 1 payment(s) → 3 invoices.
• Approve and Reject, which act on the whole suggestion.
• Related activity, when other matches or suggestions involve the same invoice or transaction.

Match ID

Each match gets a readable number in the form {PREFIX}-MAT-{YEAR}-{NNNN}, for example HPK-MAT-2026-0047. The prefix is the workspace's numbering prefix, set under Settings → Numbering, and the numbers start again each year. Quote this number when you ask for support.

Match detail page

Click an approved row to open the match. The page shows:

• the title Match HPK-MAT-2026-0047, the confidence, Matched with the date, and Back to Matches;
• the Invoice card on the left and the Bank Transaction card on the right, each with Open →; when the payment was in a foreign currency, the original amount appears in brackets after the booked amount;
• Match Analysis: the confidence with the score and a table of the signals that added to it. A payment-file match says Matched from payment file #N instead, and a match made before scores were recorded says Score not available for this match.;
• Unmatch at the top right, for users with Manage matching;
• comments, and Related activity when other records compete for the same invoice or transaction.

Matching history

History opens a panel with the last 30 matching runs, newest first. Each shows when it started, a line such as Auto · 12 matched, 3 reviewed, 40 skipped, and a Completed, In progress or Failed badge, with the error when there is one.

• Auto is any run the system started (after a statement, a bank-feed arrival or a new invoice); Manual is a run started with Run Matching.
• matched: matched automatically. reviewed: turned into suggestions. skipped: pairs that were checked but did not score high enough, or whose transaction or invoice went to a better match in the same run. The counts are of candidate pairs, not of transactions.

History is kept for 90 days.

Running matching manually

Run Matching opens a menu with the range to check:

The range applies to both sides: transactions by booking date and invoices by issue date. An invoice issued before the start of the range is not considered, so choose a range that reaches back to the invoice. Narrower ranges finish faster.

Progress

The run appears in the upload queue panel at the bottom right of the screen, in a row titled with the workspace name (or Matching when the workspace has no name):

• while it runs: In progress…
• when it finishes: Completed: 1 match created or Completed: 5 matches created (automatic matches only)
• if it fails: Failed, or the error message

There is no retry button: click Run Matching again. The row lives only in the browser tab where you started the run, so reloading the page removes it. When everything in the panel is done, the panel shrinks to a small pill; close the row with its ×. For the result of earlier runs, open History.

Matching on the transaction page

Click a row in Bank transactions to open the transaction's page. Its Matching & payment card shows everything about the transaction's match.

1. An AI suggestion with its score and reasoning: Confirm links it, Dismiss drops it.
2. Find invoice: search the open invoices by number or partner.
3. An open invoice with its open balance and issue date. Click it to link it straight away.
4. Mark as: no invoice needed… for a transaction that needs no invoice, such as a bank fee (see Transaction types and no invoice needed).

When the transaction is matched, the card shows the linked invoice instead: its number with an arrow, the partner and amount, (matched: …) when only part of the invoice is paid, and Remove. Click the invoice number, or a suggested invoice, to see it in a preview without leaving the transaction. When nothing is linked or suggested, it says No matching invoice found.

Manual matching

From the transaction

1. Open Bank transactions. To see only what still needs an invoice, switch on Unmatched. Click the transaction.
2. In the Matching & payment card, click Find invoice ▾.
3. The panel lists up to 20 open invoices, earliest due date first. Type to search by number or partner. You can also search by amount, written as digits without spaces, for example 7573 or 19.59.
4. Click the invoice. It is linked at once, and Invoice matched. confirms it.

Only an unmatched transaction can be linked this way: not a duplicate, not marked as no invoice needed and not held in a settlement. Only Open and Partially paid invoices are listed.

From the invoice

1. Open the invoice's Matching & payment tab. The tab shows how many transactions are matched, and an amber dot when suggestions are waiting.
2. Under Matched transactions, click + Find transaction.
3. Search by partner, reference or amount. Only unmatched transactions are listed.
4. Click Link.

Matches made by hand carry a Manual badge on the invoice's tab. The tab also lists Suggested matches, with Confirm and Reject.

Linking by hand needs permission to edit bank transactions (or invoices) as well as Manage matching.

Removing a match

• On the transaction page: click Remove in the Matching & payment card and confirm.
• On the invoice's Matching & payment tab: click Remove, then Yes.
• On the match detail page: click Unmatch, then Yes, remove.

The invoice's payment status is then recalculated: it goes back to Open when nothing else pays it, and stays Partially paid or Paid otherwise. The transaction goes back to Unmatched when it has no other match.

Cash and void invoices

On the invoice's Matching & payment tab, the menu next to the payment status offers Mark as cash and Mark as void, and Mark as open to undo either. Cash and Void invoices are left out of matching.

An invoice whose payment method is cash, on the document or in the NAV data, is closed as Cash automatically, unless its partner has a fixed payment method (see Fixing a partner's payment method).

Closing an invoice that needs no settlement

When an open supplier invoice will not be paid through AI Finance Team, typically because you transferred it by hand in the netbank, close it before its bank data arrives, so it cannot end up in a payment file. On the invoice's Matching & payment tab, open the menu next to the payment status, choose Mark as closed, write the reason (it is required, up to 500 characters) and click Close.

The invoice then reads Closed, no settlement needed with its reason under the status. It leaves the To pay list of Paying Approved Invoices and cannot be put into a payment file, and an approval still waiting for a decision is no longer needed. An invoice that is waiting in a payment file cannot be closed: take it out of the file first.

There are no loose ends: when the bank debit arrives later, it is paired with the closed invoice automatically, without AI, if it is in the invoice's currency, its amount matches what was still owed (within 10 Ft, or 0.05 in other currencies), it is booked between 7 days before and 30 days after the closing, and either its counterparty account is the invoice's payee account or its bank text contains the invoice number. Only a debit that fits exactly one closed invoice, and a closed invoice that fits exactly one debit, is paired. The invoice then reads Paid, and the reason stays visible. If the debit is not found this way, link it by hand with Find transaction.

Mark as open reopens a closed invoice and clears its reason; it then goes back into the approval flow.

Match statuses

Every row in Bank transactions shows its status in the Labels column:

Duplicate (amber), Bank feed and Statement (grey) show next to it when they apply. The toggles above the list filter by these pills, and by Custom category missing. You can switch on several at once: the list then shows the transactions that match any chosen status and any chosen source. The whole list is described in Bank Transactions.

Cross-currency matching

Card payments often appear on the bank statement in the account's currency (for example HUF) while the purchase was charged in another currency (for example EUR). The original amount is captured from the statement row or from the bank feed.

Matching then compares:

• the booked amount with invoices in the account's currency, and
• the original amount with invoices in the original currency.

A Quillmoor Software invoice for €19.59 can therefore be matched automatically with a Hungarian bank transaction booked as -7,573 HUF, when the statement shows the original amount as 19,59EUR.

When no original amount was captured, a payment can still be paired with an invoice in another currency through your base currency: both amounts are converted, and they must be within 3% of each other, for an invoice with nothing paid on it yet. Such a pair is matched automatically only when the invoice number is in the payment reference or the AI is very confident; otherwise it needs your decision.

The original amount is shown:

• on the match detail page, in brackets after the booked amount;
• on the transaction page, in the Amounts card: Amount, Base amount with the rate and its date, and Foreign amount.

Payment channels and matching confidence

How the bank reports a payment makes a big difference.

Transfers carry the payment reference through unchanged. If the invoice number is in the reference and the amount is exact, the pair is matched without AI within 30 days of the invoice, and otherwise the invoice number is the AI's strongest signal.

Card payments carry the merchant's own text (for example QUILLMOOR*SUBSCR 4471 or REAMWELL OFFICE 0231) and a terminal ID, not the invoice number. They are still matched automatically when:

• the merchant is the same partner as the invoice's (by partner record or verified partner link) and the amount and date line up, through the same-partner rule; or
• the amount is exact, the payment is within 30 days of the invoice, and it is the only candidate on both sides; or
• the AI is confident enough on its own.

Otherwise a card payment may score below 85 and not be suggested at all. Link it by hand, and link the merchant to its partner so the next one matches by itself.

What you can do:

• For your own transfers, always put the invoice number in the payment reference. This helps matching more than anything else.
• Pay supplier invoices with payment files: their bank lines are matched without AI.
• For vendors you pay by card regularly, link the merchant name to a verified partner on the Partners page. After that, their card payments are matched automatically whenever the amount and date line up.

Tips

• Partial payments are supported. A payment for part of an invoice is matched with that amount, and the invoice becomes Partially paid. Within 10 HUF (0.05 in other currencies) of the full amount it counts as Paid.
• One invoice, several payments. An invoice can be matched to several transactions, such as instalments; each records its own amount.
• One payment, several invoices. Matching suggests these as combinations. For other splits, use the Settlement tab.
• A pair you expected never shows up? It scored below 85, so it was not suggested. Link it by hand, from the transaction or from the invoice.
• Foreign-currency invoices match foreign-currency card payments. There is nothing to convert by hand; see Cross-currency matching.
• Use the match number in support. When you ask about a match, quote its number (for example HPK-MAT-2026-0047); it identifies the exact record across screens and exports.