Bank Reconciliation Automation

Match every bank line to the right transaction automatically — and surface only the exceptions that need a human.

Category: Close & Reconciliation

Bank reconciliation is where finance teams lose hours to work a computer should do: eyeballing the bank statement against the ledger, matching payments to invoices, and untangling the handful of lines that don't tie out. At volume, manual matching is slow, error-prone, and always a week behind reality.

This OCTA Core workflow ingests your bank feed, pulls open transactions from the ledger, and matches them intelligently — using exact references where they exist and OCTA's AI to resolve the messy cases: partial payments, lump-sum settlements, missing references, and fuzzy descriptions. Clean matches clear automatically; genuine exceptions are routed for a quick human decision.

The result: a continuously reconciled cash position, dramatically fewer unmatched items at close, and an AR picture that reflects the money actually in the bank.

How it works

Each node maps to a step in the OCTA Core automation canvas. Amber-accented steps are AI-powered.

  1. Bank Feed Updated (TRIGGER) — WHEN new statement lines arrive: OCTA triggers when new lines land from your connected bank feed or an imported statement — on a schedule or in real time. Each line is loaded with amount, date, reference, and description.
  2. Pull Open Transactions (RECORDS): OCTA retrieves open invoices, expected receipts, and unreconciled ledger entries from your ERP — the full set of candidates each bank line could match against.
  3. Intelligent Matching (AI AGENT) — Powered by OCTA Intelligence: OCTA matches bank lines to transactions — exact reference matches first, then AI for the hard cases: partial payments, lump-sum settlements covering multiple invoices, missing or mistyped references, and free-text descriptions. Each match carries a confidence score.
  4. Unmatched Exception Check (CONDITION) — Confident match?: High-confidence matches clear automatically. Low-confidence or unmatched lines — and any that breach your rules — branch to review instead of being force-matched.
  5. Exception Routed for Review (COMMUNICATE): Unmatched and low-confidence items are routed to the right person with OCTA's suggested match attached. The reviewer confirms, reassigns, or splits the line — turning a long reconciliation hunt into a short list of decisions.
  6. Cleared Items Synced to ERP (SYNC): Confirmed matches are posted back to the ERP — invoices marked paid, entries reconciled, cash applied — with audit references. Your ledger and bank stay in lockstep.

About the AI Matching

OCTA's AI does not just match on exact references. It learns how your customers actually pay — which ones round, which settle multiple invoices in one transfer, which use inconsistent references — and applies that to resolve the cases rule-based matching leaves unmatched. The more it sees of your bank book, the higher its auto-match rate climbs.

What You Can Customize

  • Feed and frequency: Connect a live bank feed or import statements, and run matching on a schedule or in real time.
  • Matching strictness: Set the confidence threshold above which OCTA auto-clears a match versus routing it for review.
  • Partial and lump-sum handling: Configure how partial payments and lump-sum settlements across multiple invoices are split and applied.
  • Exception routing: Route unmatched items to the right reviewer by account, customer, or amount band.
  • ERP sync mapping: Map cleared items to your ERP's reconciliation and cash-application fields. Works with any connected ERP.

Prerequisites

  • Bank feed connected to OCTA Core, or a statement import process in place.
  • ERP connected with open invoices and unreconciled entries available to sync.
  • Confidence threshold decided for auto-clearing versus review.
  • Reviewer roles assigned in OCTA for exception handling.
  • Reconciliation and cash-application fields mapped for ERP posting.

Setup Instructions

  1. Connect your bank and ERP: Go to OCTA Core → Apps → Integrations and connect your bank feed and ERP. Confirm statement lines and open transactions are syncing.
  2. Configure the trigger: In the workflow builder, open the Bank Feed Updated node and set the frequency — real time or scheduled — for ingesting new lines.
  3. Set matching rules: In the Intelligent Matching node, confirm reference-match rules and enable AI matching for partial, lump-sum, and reference-less cases.
  4. Set your confidence threshold: In the Unmatched Exception Check node, set the confidence level above which matches auto-clear and below which they route to review.
  5. Define exception routing: In the Exception Routed for Review node, assign reviewers by account, customer, or amount band, and choose the actions available to them.
  6. Map ERP posting fields: In the ERP Sync node, map cleared items to your reconciliation and cash-application fields. Test with a small batch before activating.
  7. Activate and monitor: Set the workflow to Active. Run it alongside a manual reconciliation once to validate the auto-match rate. Monitor run history in OCTA Core → Automations → History.

Use Case

Built for finance teams reconciling meaningful transaction volume — high-receipt businesses, multi-entity operations, and any team where manual cash application eats days each month.

Teams running this workflow report the majority of bank lines clearing without a human, with the long tail of awkward payments reduced to a short review queue. DSO reporting gets more accurate because cash is applied as it lands, the close stops opening with a mountain of unreconciled items, and the cash position is something leadership can actually trust day to day.

If your team still reconciles the bank by scrolling two screens side by side, this workflow gives you back the week.

Related Templates