Reconciliation

Overview

The Reconciliation feature lets you upload bank statements and automatically match each transaction, outgoing payments and incoming credits alike, with an invoice in your account. This shows you at a glance which invoices have been paid, which payments are missing an invoice, and lets you mark matched invoices as paid in bulk.

Transactions are extracted from PDF or CSV statements with AI, then matched against your invoices by a scoring engine that combines amounts, payment references, vendor names, and dates.

Video Tutorial

Uploading Statements

You can also drag a statement file anywhere over the Statements tab. It is checked against the file requirements below and processed right away, without the Process extract step. Drop one statement at a time; dropping several files at once is rejected.

Processing a statement costs 1 credit, regardless of the number of transactions.

File Requirements

• Formats: PDF or CSV
• Size: up to 10 MB, PDFs up to 20 pages
• Password-protected PDFs are rejected — upload an unprotected version
• Both text-based and scanned PDFs are supported

How Matching Works

For every transaction, outgoing or incoming, the engine scores all plausible invoice candidates and then picks the best overall set of pairings across the whole statement (so one strong match never blocks an even better combination elsewhere). Each match is one-to-one: one transaction to one invoice.

Signals used, in order of strength:

• Payment references — if the transaction description contains the invoice number, purchase order number, or payment reference, that's the strongest possible signal
• Amount — same-currency amounts must match to the cent; cross-currency transactions are converted using the exchange rate of the transaction date, with a small (2%) tolerance
• Vendor recognition — the vendor's name, email domain, or website is looked for in the transaction description, including abbreviated and slightly misspelled forms
• Date proximity — invoices dated within 90 days of the transaction are considered; the closer, the higher the score

An amount match alone is never enough — a candidate also needs a reference, vendor, or close date signal. Weak candidates are discarded rather than guessed.

Confidence Scores

Every automatic match carries a confidence score, shown as a percentage chip next to the "Matched" badge (green / yellow / orange by strength). Hover over it to see the reasons behind the match. Manual matches don't have a score.

Incoming Transactions

Incoming transactions (deposits, refunds, credit-note payouts) are matched the same way as outgoing ones, against the same invoices, and get the same Matched / Unmatched status, confidence score, rematch and manual matching. They carry an extra Incoming badge so you can tell the direction at a glance, and the Incoming filter shows only them.

Outgoing and incoming transactions compete for the same invoices: an invoice can be matched to only one transaction, whichever scores higher.

Working with Transactions

The transaction panel shows status, description, amount, date, and actions for each transaction, with All / Matched / Unmatched / Incoming filters and pagination.

• Preview and download — matched transactions have an eye icon to preview the invoice PDF in place and a download icon for the attachment
• Rematch — the rematch button re-runs matching for the remaining unmatched transactions; useful after new invoices have arrived. You'll see how many new matches were found.
• Mark as paid — marks all invoices behind matched transactions as paid in one click
• Export CSV — exports all transactions with status, direction (outgoing / incoming), description, amount, currency, date, and for matched rows the invoice filename and a shareable link
• Original file — downloads the statement file you uploaded

Manual Matching

For transactions the engine couldn't match:

1. Hover over the Unmatched badge and click the swap icon
2. Tailride switches to the invoice list with a "Select an invoice to match" banner showing the transaction details
3. Click the matching invoice — the transaction becomes matched and you're returned to the Statements tab

To undo a match (automatic or manual), click the same swap icon on a matched transaction.

Statement Management

• Bank name is detected automatically; if it's wrong, correct it via the dropdown next to the bank name in the statement list
• Statement period dates are detected automatically and can be edited inline in the statement header
• Delete removes a statement and all its transaction data

Troubleshooting

File won't upload:

• Ensure the file is PDF or CSV, under 10 MB, and the PDF has at most 20 pages
• Remove password protection from the PDF
• Check that you have processing credits remaining

CSV columns not recognised:

• Tailride needs a date, a description and an amount (or debit/credit) column in the CSV
• Export the statement again from your bank as a transaction CSV rather than a summary or balance report
• Make sure the file contains the transaction table, not only headers or metadata rows

No transactions extracted:

• The file may contain only balances or summaries rather than transaction rows
• The PDF text may not be readable — request a text-based statement from your bank

Low match rates:

• Make sure the invoices for the period are already in Tailride, then hit Rematch
• Check that vendor names and amounts on your invoices are accurate
• Payments made long after the invoice date (more than 90 days) are not matched automatically — match them manually

Incorrect matches:

• Use the swap icon to unmatch, then match manually
• Check the confidence tooltip to understand why the engine paired them