August 15, 20256 min read

How to Reconcile Bank Transactions with Supporting Documents

A step-by-step guide to matching bank transactions with invoices, receipts, and contracts

Reconciliation is the process of matching each bank transaction to its supporting document — such as an invoice, receipt, or contract. With AI Linkify, this process becomes straightforward and efficient.

Below is a step-by-step guide explaining how to prepare your data, upload it to the system, and review the results.

Step 1: Export Your Bank Transactions

Start by connecting to your online banking environment. Most banks allow you to export your transactions in either:

  • CSV format — a simple spreadsheet that lists all transactions
  • MT940 format — a standard used by many European banks

Tip:

Choose the time range that covers all payments you want to match (for example, the last month or quarter).

Once exported, save the file securely on your computer.

Step 2: Collect Your Electronic Documents

Gather all digital files that correspond to your payments and receipts — invoices, contracts, offers, or payment confirmations. Make sure they are in a common format such as PDF, JPEG, or PNG.

You can store them in a single folder to simplify the upload later.

Step 3: Scan Your Paper Documents

If you have paper documents, you can easily digitize them using a mobile scanning app. We recommend:

  • TurboScan (iOS / Android) — fast, high-quality scans
  • Microsoft Lens — free and integrates well with cloud storage

Note:

You can scan all documents into one file — there's no need to separate them. The system will automatically split and classify individual pages during processing.

Step 4: Upload Everything to the Platform

Once your files are ready:

  1. Upload the bank transaction file (CSV or MT940)
  2. Upload your electronic documents
  3. Upload your scanned document file (if applicable)

Then simply click Start Reconciliation.

The system will automatically analyze, extract key data, and map each transaction to the correct document.

Step 5: Review and Export Results

After processing, you'll see a clear summary showing:

  • Which transactions are fully matched
  • Which need attention (e.g., missing documents or partial payments)

You can export the results for your accountant, or continue to refine matches manually if needed.

That's It — As Simple as That

With just a few uploads, you can transform hours of manual checking into an automated, transparent process.

Every payment now has a clear, traceable document — ensuring accuracy, compliance, and peace of mind.

AI Linkify automates this entire workflow, processing thousands of documents and transactions daily for businesses across Europe.

Try Automated Reconciliation

Upload your bank statements and documents to see AI Linkify match them automatically