Quick start · 5 minutes

Get reconciling. In five steps.

Prepare your files, upload, map the columns, review discrepancies, export the fix list. That's the whole loop — usually under five minutes from browser tab to board-ready report.

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The full loop

Five steps, in detail.

Each step is reversible and reproducible. If something looks off, go back — nothing is persisted until you export.

Step 01 · Prepare

Prepare your files

ReconcileIQ offers multiple ways to get your transaction data. Choose the method that works best for your setup.

Direct API integration (recommended)

Connect your accounting software directly:

  • QuickBooks Online — real-time sync
  • Xero — direct connection
  • Sage — seamless integration
  • Pandle — complete API

Benefit: one-click fix push back to your accounting software.

File-based processing

Export files manually:

  • CSV / Excel exports from any system
  • PDF converter for 17+ UK banks
  • Works with any bank or accounting software

Benefit: maximum compatibility and control.

Method 1: file export requirements

If using file-based processing, you'll need two separate files:

  1. Bank statement file: downloaded from your online banking portal (CSV, Excel, or PDF for supported banks).
  2. Accounting records file: exported from your bookkeeping system (e.g., Xero, QuickBooks, Sage).

Supported file formats:

  • CSV / Excel: CSV, XLSX, or XLS from any bank or accounting software.
  • PDF converter: PDF bank statements from 17+ UK banks (Lloyds, HSBC, NatWest, Mettle, Monzo, etc.) — automatically converted to CSV.

File requirements checklist:

  • Date range: both files should cover the exact same time period.
  • Headers: the first row should contain clear column headers (e.g., "Date", "Amount", "Description").
  • Essential columns: each file must contain columns for:
    • Transaction date: when the transaction occurred (e.g., Date, Transaction Date, Posted).
    • Transaction amount: either a single column with positive/negative values or separate columns for money in/out (e.g., Amount, Credit/Debit, Money In/Money Out).
    • Transaction description: details about the transaction (e.g., Description, Narrative, Reference).
  • Optional fee column: if your statement has a separate column for fees, ReconcileIQ handles it (e.g., Fee, Charges). Fees are treated as negative amounts (outflows).

Example accepted headers:

Column typeCommon header examples
DateDate, Transaction Date, Posted, Value Date
DescriptionDescription, Narrative, Details, Reference, Memo
Single amountAmount, Value, Total, Gross
Money in (credits)Credit, Credit Amount, Money In, Deposits
Money out (debits)Debit, Debit Amount, Money Out, Withdrawals
Fee (optional)Fee, Fees, Charges, Commission
Date format tip ReconcileIQ tries to detect formats like DD/MM/YYYY and MM/DD/YYYY automatically. If your dates are ambiguous (e.g., 01/02/2024), the system may ask you to verify the format during mapping. Consistent date formatting helps.
Lightning fast ReconcileIQ processes 5,000+ transactions per second with perfect accuracy. Large files with 100,000+ transactions complete in under 20 seconds.
Need help exporting? Check our PDF converter guide or API integration setup for detailed instructions.
Step 02 · Upload

Upload files to ReconcileIQ

Go to the ReconcileIQ dashboard (bankreconciler.app/tool):

PDF statements Upload PDF statements from 17+ UK banks (Lloyds, HSBC, NatWest, Mettle, Monzo, etc.) — they'll be automatically converted to CSV before processing.
  1. Locate the "Bank Statement" upload area.
  2. Click "Choose File" or drag & drop your bank statement file (CSV, Excel, or PDF) onto the area.
  3. If uploading a PDF from a supported UK bank, ReconcileIQ converts it to CSV automatically.
  4. Repeat for the "Bookkeeping Software" upload area using your accounting records file.
  5. Once both files are selected, click the "Reconcile Statements" button to proceed to mapping.
Check carefully Make sure you upload the bank file to the Bank Statement section and the accounting file to the Bookkeeping Software section. Mixing these up will cause incorrect results.
ReconcileIQ file upload interface
Step 03 · Map

Map columns & set currency

This step tells ReconcileIQ where to find the necessary data in your files.

  1. Automatic detection: ReconcileIQ identifies Date, Amount (or Money In/Out pair), and Description columns based on common headers, and highlights its suggestions.
  2. Verify mapping: check that the highlighted columns (blue overlays) correctly correspond to Date, Amount/Pair, and Description in both files (Bank and Books). Review the sample rows shown.
  3. Adjust if needed: if the automatic mapping is wrong, click and drag the blue header labels (e.g., "Date") to the correct column header.
    • If you use separate Debit / Credit columns, use the "Map Money In / Money Out" toggle and map both.
  4. Map optional fee: if you have a separate Fee column, click the "Map Fee" toggle and drag the "Fee" label to that column.
  5. Set currency: use the dropdown at the top to select the file currency (GBP, EUR, or USD). This ensures amounts are interpreted correctly.
  6. Confirm: when satisfied, click "These columns are correct".
Amount mapping ReconcileIQ handles both single 'Amount' columns (where outflows are negative) and separate 'Money In' / 'Money Out' (or 'Credit' / 'Debit') columns. Map whichever format your files use.
ReconcileIQ column mapping modal
Ambiguous dates? If your date format could be DD/MM or MM/DD (e.g., 01/02/2024), ReconcileIQ may show a warning here. Double-check your date column selection. See our FAQ for date format details.
Step 04 · Review

Reconcile & review results

Once columns are confirmed, ReconcileIQ processes your files and displays results. Focus on the key discrepancy tabs:

  • Missing from Books
    Transactions found in your bank statement but not matched in your accounting records. These typically need to be added to your books.
  • Extra in Books
    Transactions in your accounting records but not in the bank statement. Investigate these — common causes are timing differences (e.g., cheques not cleared), duplicate entries, or errors.
  • Overview & insights
    Summary, charts comparing totals, and insights or patterns observed (depending on plan).

Use the tabs at the top of the results page to switch between these views.

Matching logic ReconcileIQ matches transactions primarily on amount and looks for corresponding entries within a few days (date proximity). Advanced plans also use fuzzy description matching.
ReconcileIQ results screen overview
Step 05 · Export

Export & take action

ReconcileIQ identifies discrepancies; the final step is acting on them.

  1. Export reports: at the bottom of the 'Missing' and 'Extra' tabs, use the "Export PDF" or "Export CSV" buttons.
    • CSV is useful for importing missing transactions into accounting software.
    • PDF provides a formatted report for records or sharing.
  2. Action missing items: use the exported 'Missing from Books' list to add these transactions accurately into your accounting system.
  3. Investigate extra items: review the 'Extra in Books' list.
    • Timing differences? (e.g., cheque issued but not cashed) — usually no immediate action.
    • Duplicates or errors? — correct or delete them in your accounting system.
  4. Verify (optional): after making corrections, export a fresh accounting file and re-run the reconciliation to confirm everything matches.
Data persistence ReconcileIQ processes your files temporarily for security. Results are only available during your current session. Always export any reports you need before closing your browser window.

Update your accounting records based on the results.

Ready for more detail?

This guide covered the basics. Dive deeper into fuzzy matching, pattern analysis, LedgerIQ, and troubleshooting with the full user guides.

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