Reconciliations

Reconciliation proves your books match the bank — match statement lines to ledger activity until the difference is zero, then Complete to lock the reconciliation and mark its transactions reconciled. DayZero parses uploads or synced transactions and suggests AI matches to speed the work.

Key capabilities

• Two sources: pull synced Plaid transactions, or upload a statement (PDF, CSV, Excel, PNG, or JPG) that AI parses for you
• AI-suggested transaction matches with per-match confidence scores
• One-to-many matching — pair one statement line with multiple ledger transactions
• Find Match (or Find Bank Txn) to match a leftover by hand, with suggestions ranked by amount, date, and description
• Approve or dismiss matches one by one, for a selection, or in bulk by confidence threshold (70% to 95%); review guidance groups suggestions by High, Medium, and Low confidence
• Balance validation: opening balance + net matched transactions = closing balance
• Running summary of AI-matched, approved, unmatched bank, and unmatched book items, plus a Balance card that shows Reconciles or the remaining difference
• Statement tab showing every statement line with a Hide matched switch
• "Explain Matches" — AI reasons behind each suggested match
• Completing locks the reconciliation, marks its matched transactions reconciled, and refreshes the period's close score
• Downloadable PDF report (completed reconciliations only), with the export audit-logged
• List of reconciliations per account with status, period, opening and closing balance, filterable by All, In Progress, Needs Review, Completed, or Failed
• Processing runs in the background and can be retried if it fails

How it works

You create a reconciliation against a bank account, DayZero processes it (parsing the statement and running AI matching), and you review suggestions until the difference is zero. Completing locks the reconciliation.

stateDiagram-v2
  [*] --> Pending
  Pending --> Processing
  Processing --> AIMatched
  AIMatched --> InReview
  InReview --> Completed
  Processing --> Failed
  Failed --> Pending
  Completed --> [*]
  AIMatched : AI matched
  InReview : In review

How to use it

1. Open Reconciliations (under Ledger) and click New Reconciliation. Choose Synced transactions or Upload statement.
2. Select the bank, credit card, or prepaid card account you want to reconcile, upload the statement file if you chose that source, then enter the statement Period (start and end dates) and the opening and closing balances from your statement.
3. Click Start Reconciliation and let processing run (about 30 to 60 seconds for a statement). DayZero parses the statement, fetches ledger transactions for the period, and produces AI-suggested matches.
4. Work the AI Suggestions tab: approve good matches, dismiss bad ones, or use the bulk approve controls to clear high-confidence matches at once. Use Explain Matches when you want the reasoning. Approved matches appear under Approved.
5. Check the Unmatched (Statement) and Unmatched (Ledger) tabs for leftovers, use Find Match on each, and watch the Balance card fall toward zero.
6. When it balances, click Complete to lock the reconciliation, then Download PDF for your records. If it is off, you are asked to confirm Complete anyway.

Pro tips

• Reconcile monthly — catching a discrepancy early is far easier than untangling a full quarter.
• Bulk-approve clears high-confidence AI matches in one pass; review the rest by hand before approving.
• A reconciliation can only be edited while it's AI-matched or in review — once Completed it's locked, so finalize only when the difference is truly zero.
• Need to close despite a small unexplained variance? Choose Complete anyway to skip the balance check, use it sparingly, and document why. If you did not enter statement balances, completion skips the check automatically.
• A failed reconciliation can be retried from the beginning with Retry (shown only to people with write access).
• The PDF report is generated on demand from stored data and is only available once completed — it's the clean artifact to hand a client or auditor.

In-depth guide

Statuses & transitions

A reconciliation moves through a fixed set of states and is locked once it's completed.

A failed reconciliation returns to Pending when you retry it, and an AI-matched one can be re-processed.

Source types

Synced transactions uses your synced ledger transactions for the period as the bank side; Uploaded statement uses a statement file you upload.

Uploaded statements (PDF, CSV, Excel, PNG, or JPG, up to 250 MB) are parsed by AI, so layouts do not need to match a template.

Balances & validation

• The check — confirms that opening balance + net matched transactions = closing balance.
• Preview — the balance-validation view shows whether the reconciliation balances before you complete it.
• On completion — the same check runs unless you explicitly skip it.

Matching model

One statement line can match several ledger lines (one-to-many). Approve or reject AI suggestions individually or in bulk. Your decisions are saved separately from new AI runs, so re-processing won't erase approved matches.

Locking & accounting impact

Reconciliation doesn't post journal entries — it confirms bank vs. books. Completing locks the reconciliation, marks the matched transactions as reconciled, and refreshes the close score for the period it falls in. It does not lock the accounting period itself, so pair it with period close to protect a finished month.

Reports & audit

Generate a PDF report after completion (logged in Audit Log). Explain Matches adds short AI reasons per match for review or client documentation.

Regent and the API

Regent can create, check, and complete reconciliations for you in chat. Developers can do the same over the API; see the Reconciliation API guide.