After you import a bank statement, most transactions will auto-match to an invoice or bill you've already recorded. But some won't. Unmatched transactions are perfectly normal — here's how to handle every type.
Why do transactions go unmatched?
RentalBux auto-matches by comparing transaction dates, amounts, and descriptions to your existing records. A transaction won't match if:
The bank amount is slightly different from the invoice amount (e.g. the agent deducted VAT)
The date in your records doesn't match the date the payment cleared in your bank
You have a bank transaction with no corresponding invoice or bill in RentalBux
The same transaction was imported twice
It's a bank charge, transfer, or personal transaction that isn't related to the rental business
The two ways to handle an unmatched transaction
Option 1: Match it manually | Option 2: Create a new record from the transaction |
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If you can see the corresponding invoice or bill, you can link them yourself: 1. Click on the unmatched bank transaction. 2. Select Find a match. 3. RentalBux shows you likely candidates — invoices or bills with similar amounts and dates. 4. Select the correct record and click Confirm Match. | If there's no existing invoice or bill, you can create one directly from the unmatched transaction: 1. Select the unmatched transaction. 2. Click on Add, and select Invoice or Bill from the drop down menu. 3. The date and amount will be pre-filled from the bank data. 4. Add any missing details (property, account, description). 5. Save — the new record is immediately matched to the transaction. |
Working through your unmatched queue efficiently
If you have a long list of unmatched items (usually after your first-ever import), work through them in this order:
Start with the easy wins — large round-number amounts that clearly match invoices with a different date.
Then handle the agent fee deductions and small amount discrepancies.
Exclude all personal transactions and bank charges.
Most landlords can clear a month's worth of unmatched items in under 15 minutes once they're familiar with the process.
The best time to resolve unmatched items is within a few days of import, while the context is fresh. Waiting months means you'll struggle to remember what a transaction was for — especially unusual one-off payments.