Read time: under 3 minutes
| # | What you do | Where |
|---|---|---|
| 1 | Import at least one bank or CC statement | Dashboard → Import |
| 2 | Open the Reconcile modal | Dashboard → Reconcile Expenses to Transactions |
| 3 | Review suggested matches; click Link to confirm each one | Reconcile modal |
| 4 | Click Skip to dismiss incorrect suggestions | Reconcile modal |
| 5 | (Pro) Run AI analysis for harder-to-match pairs | Reconcile modal → Analyze with AI |
| 6 | Classify remaining unmatched items | Reconcile modal → classification suggestions |
When you use MySpend, expenses enter the system in two independent ways:
Both represent the same real-money event — a purchase — but from different angles. Without reconciliation, each purchase appears twice, making totals, deduction calculations, and audit trails unreliable.
Reconciliation fixes this by creating an explicit link between the two records. Once linked:
MySpend uses a two-stage matching process.
For every possible expense/transaction pair, MySpend computes a match confidence score. Pairs below 65% confidence are dropped. The rest are sorted by score and assigned greedily — each expense and each transaction can appear in at most one match.
Clicking Analyze with AI sends your unmatched items to an AI model that:
AI suggestions take precedence over heuristic suggestions. Items the AI didn't cover are filled in from heuristic results.
From the Dashboard, tap the Reconcile Expenses to Transactions card. This card appears only when you have at least one expense file and at least one bank or credit card account imported. You can also open the same modal from within the Business Summary view via the link icon in the toolbar.
The modal shows a list of match suggestions. Each suggestion displays:
For each suggestion, click Link to confirm it or Skip to dismiss it for the current session. Skipped items remain available in future sessions.
Tap Analyze with AI (Pro plan) to run the AI analysis. This typically takes 5–15 seconds. After analysis, the suggestion list is rebuilt with AI matches at the top, and vendor names may appear in normalised form (shown in purple below the original name).
A Classification suggestions section appears below the match list for items that couldn't be matched — review these and apply the suggested classifications with one tap.
Items that have no matching counterpart should be classified directly:
| Classification | When to use it |
|---|---|
| Business Expense | A business cost with no receipt in your expense reports |
| Personal Expense | A personal purchase that doesn't need to be tracked against an expense report |
| Transfer | A movement of money between your own accounts (e.g. paying off a credit card) |
| Owner Reimbursement | A payment from the business account back to you for a personal spend you made on the business's behalf |
When you click Link, MySpend:
Updates both records with a paired reference pointing to each other. This link is bidirectional and persists in your cloud account.
Makes the bank/statement amount the authoritative total. For same-currency pairs, the expense total is updated to match the bank figure. For foreign-currency pairs, the original foreign-currency amount is kept and the conversion rate is adjusted so the converted total equals the bank charge — correctly handling foreign transaction fees and rate differences.
Retains all original data from both sides — receipt image, notes, and category from the expense; bank description and account name from the transaction.
No. Reconciliation is most valuable for business expenses where you need an accurate deduction total and an audit trail. Personal expenses you are not tracking closely can be left unmatched.
The bank charge is the amount that actually left your account and is the authoritative figure. Use Link to adopt it. The original receipt amount is preserved in the expense record for reference.
The most common causes are a date gap greater than 8 days (some international charges post late) or a category conflict that reduces the score below the 65% threshold. Run AI analysis — it normalises vendor names and can bridge cases where the merchant name on your receipt doesn't match the payment processor name on the statement.
Yes. In Business Summary, select one expense and one transaction using the checkbox selection mode, then click Link. The same pairing logic applies.
This is normal for charges you didn't capture via receipt scan — for example, a recurring subscription. Classify it directly as a Business Expense, Personal Expense, or Transfer.