Reconciling Payments

Upload bank statements, match payments to invoices, and resolve mismatches.

Updated at February 16th, 2026

Table of Contents

Accessing Reconciliations Uploading a Bank Statement Step 1: Upload Statement Step 2: Match Columns Understanding the Reconciliations List Handling Mismatches Exporting Reconciliation Data Best Practices

The reconciliation feature in Academy allows you to match payments from your bank statement against unpaid invoices. By uploading a bank statement export, the system compares payment amounts and invoice numbers to automatically identify matches, flag mismatches, and highlight invoices that have already been paid.

Reconciliations can be processed manually by uploading a file, or automatically by the system when payment files are received from a payment gateway.

Note: to reconcile payments, you must have either the Finance or Finance Admin role.

This is managed via the user profile, under the Finance & Sales tab. For more information, visit our help article on Managing Sales and Finance Permissions.

Accessing Reconciliations

Navigate to Sales & Finance in the left-hand panel, then select Reconciliations. The section is organised into two views:

View	Description
Reconciliations	A list of all reconciliation uploads, showing the processed date, who processed it, and the original file name. This is the default view.
Mismatches	A consolidated list of all unresolved mismatches across all reconciliation reports. The number of outstanding mismatches is displayed as a badge next to the menu item.

Note: to access and manage reconciliations, you must have the Finance Admin role assigned.

Uploading a Bank Statement

To start a new reconciliation, click the Bulk Reconciliation button in the top-right corner of the Reconciliations page. This opens the Bank Statement Reconciliation wizard, which guides you through a two-step process.

Step 1: Upload Statement

The first step is to upload your bank statement file. You can drag and drop a file into the upload area, or click to browse for a file on your computer. The file must be in CSV or Excel (.xlsx) format.

Before uploading, export your bank statement from your banking portal or payment gateway. The file should include, at a minimum, the invoice numbers and payment amounts for each transaction.

Step 2: Match Columns

After uploading the file, you will be asked to map the columns in your file to the fields Academy needs.

Select which column contains the invoice numbers and which contains the payment amounts. This allows Academy to correctly match the data from your bank statement to the invoices in the system.

Once you have mapped the columns, confirm your selections. Academy will process the file and generate a reconciliation report.

Note: some reconciliations are processed automatically by the system when payment files are received from a payment gateway (e.g. Stripe). These appear in the reconciliations list with “System Processed” in the Processed By column.

Understanding the Reconciliations List

The main Reconciliations list shows all reconciliation uploads and their details.

Column	Description
Processed Date	The date the reconciliation file was processed. Files awaiting processing show “To be processed”.
Processed By	The user who uploaded and processed the file, or “System Processed” for automated reconciliations.
Original File Name	The name of the uploaded file.

Each processed reconciliation has a View Report button and a three-dot menu with the following actions:

Action	Description
View Report	Opens the reconciliation report to review matches, already paid items, and mismatches.
Download Report	Downloads the reconciliation report as a file.
Download Original File	Downloads the original bank statement file that was uploaded.

Reviewing a Reconciliation Report

When you click View Report on a reconciliation, the report opens with three tabs.

Tab	Description
Processed Successfully	Payments from the bank statement that were matched to unpaid invoices in Academy. These invoices have been marked as paid.
Already Paid	Payments from the bank statement where the matching invoice was already marked as paid before the reconciliation was processed.
Mismatches	Payments from the bank statement that could not be matched to an invoice, or where the amounts did not match. These require manual review.

Each tab shows the number of records in brackets, giving you a quick summary of the reconciliation outcome.

The report table displays the following columns across all tabs:

Column	Description
Statement Invoice Number	The invoice number as it appears in the bank statement.
Invoice Number	The matching invoice number found in Academy (if a match was identified).
Invoice Amount	The amount on the Academy invoice.
Statement Amount	The payment amount from the bank statement.
Payment Reference	The payment reference from the bank statement, if available.
Purchaser	The purchaser associated with the matched invoice, or “Unassigned” if no match was found.
Purchase Date	The date of the original purchase.
Paid Date	The date the payment was received.

An Export Report button is available in the top-right corner to download the report. Click Back to List to return to the reconciliations list.

Handling Mismatches

Mismatches occur when a payment in the bank statement cannot be automatically matched to an invoice in Academy. This can happen for several reasons:

The invoice number in the bank statement does not match any invoice in Academy.
The payment amount in the bank statement does not match the invoice amount in Academy.
The invoice has been voided or cancelled since the payment was made.

Mismatches appear in two places:

Within each reconciliation report – the Mismatches tab on the individual report shows mismatches for that specific upload.
In the overall Mismatches view – accessible from the left-hand sub-menu under Reconciliations, this view shows all unresolved mismatches across every reconciliation report.

Mismatches are not reconciled automatically and require investigation. You should check whether the invoice number or amount contains an error, correct the issue in your source file, and re-upload the corrected entries in a new reconciliation.

Alternatively, if the difference is minor (for example, a rounding difference of a few cents), you may choose to dismiss the mismatch. Dismissed mismatches will not mark the invoice as paid, so the invoice will remain unpaid until it is successfully reconciled in a future upload or manually marked as paid.

Exporting Reconciliation Data

There are several ways to export reconciliation data:

Export Report – from within a reconciliation report, click the Export Report button to download the full report including all three tabs (Processed Successfully, Already Paid, and Mismatches).
Export mismatches – from the global Mismatches view, click the Export button to download all unresolved mismatches.
Download Original File – from the three-dot menu on any reconciliation in the list, download the original bank statement file that was uploaded.

Best Practices

To get the most out of the reconciliation feature, consider the following:

Reconcile regularly – upload bank statements on a regular schedule to keep your records up to date and prevent mismatches from accumulating.
Review mismatches promptly – check the Mismatches view regularly and investigate any items before dismissing them.
Ensure consistent invoice numbers – make sure the invoice numbers in your bank statement match the format used in Academy (e.g. ABC00001234) to improve automatic matching.
Use the correct file format – export your bank statement as a CSV or Excel file, and ensure the file contains clear columns for invoice numbers and payment amounts.