Bank reconciliation

Bank reconciliation is the routine where you tie every line on the bank statement to a corresponding entry in your ledger. Done monthly, it is the most powerful control in property management accounting, it catches missed receipts, mis-coded payments, suspense items and bank errors before they harden into the year-end accounts.

PropLink reconciles in two modes: CSV upload and GoCardless Open Banking feed. Both end up in the same place, every statement line either matched, split or queried.

How reconciliation works

A bank account in PropLink has two kinds of transactions:

• Account transactions: the entries in PropLink's ledger. Every receipt you record, every supplier payment you issue.
• Bank transactions: the lines on the bank statement, whether uploaded as a CSV or streamed in via GoCardless.

Reconciliation matches one to the other.

Match

A bank transaction lines up exactly with one account transaction. Date and amount agree. One click and they are reconciled.

Split

One bank line covers several account transactions (a Direct Debit run, a batch supplier payment). PropLink lets you tick the multiple account transactions that together equal the bank line.

Discrepancy

A bank line and one or more account transactions match in amount but not in date, or vice versa. PropLink shows the variance and lets you accept it with a reason.

Unmatched bank line

A bank line with no corresponding account transaction. Either you need to record the missing transaction, or the bank line is for something that should not be on this account.

Unmatched account transaction

A ledger entry with no corresponding bank line. Either the bank has not posted it yet, or the entry should not exist.

Import a bank statement (CSV)

If you do not have an Open Banking feed:

1. Open Site → Financials → Bank accounts → your account → Bank statements → Import statement.
2. Choose the CSV file. PropLink accepts the standard formats from the major UK banks and most international banks. Custom formats can be mapped in Settings → Financial settings → Bank statement formats.
3. Preview the parsed rows. PropLink shows date, description, amount and direction (in or out).
4. Confirm the import.

The imported lines appear as Bank transactions with status Pending. They sit there until you reconcile them.

Add manual statement lines

For cash deposits, bank corrections or anything not in your bank export:

1. Open the bank account and click Bank statements → Add lines manually.
2. The modal opens an editable table. Each row becomes one bank line.
3. Enter date, direction (Money In / Money Out), description, counterparty, reference, amount.
4. Add as many rows as you need with + Add line.
5. Click Add statement lines.

Edit or delete an unreconciled statement line

Mistakes happen. If a line you imported is wrong:

1. Open the bank account and find the line in Bank statements.
2. Click the actions menu.
3. Choose Edit to fix the values, or Delete to remove the line.

Once a line is reconciled, you cannot edit or delete it without unreconciling first. PropLink shows a clear message explaining the order.

The reconcile screen

This is where matching happens.

1. Open the bank account and click Reconcile.
2. The left panel shows Bank transactions awaiting reconciliation.
3. The right panel shows Account transactions awaiting reconciliation.
4. Click a bank line on the left. PropLink filters the right panel to candidate matches (same amount, date within 7 days).
5. Click a match. The two lines are highlighted and a Reconcile button appears.
6. Click Reconcile. The lines disappear from the lists and reappear in the Reconciled tab.

You can also:

• Match many to one: tick several account transactions that together sum to a single bank line (a Direct Debit batch is the classic example).
• Match one to many: tick a single account transaction against several bank lines (rare; usually a refund split).
• Match with a discrepancy: accept a small variance with a reason captured for the audit trail.

Discrepancies and split methods

When the totals do not agree exactly, PropLink asks how to resolve the difference.

Split methods live under Settings → Financial settings → Discrepancy split methods. You can preconfigure your standard splits so reconciliation is one click.

Unreconcile a match

You may need to undo a reconciliation:

1. Open the bank account and switch to the Reconciled tab.
2. Find the matched lines and click the actions menu.
3. Click Unreconcile.
4. Confirm. Both sides return to the awaiting lists.

Unreconciliation is audit-logged. The bank line keeps its history of having been reconciled and unreconciled.

Filtering the reconcile screen

The match tab supports filters:

• Date range: narrow to a specific period.
• Amount: find a specific value, prefix-matching (12.50 finds £12.50 and £12.500.00).
• Site: for organisation-wide bank accounts, filter to one site.
• Search: case-insensitive across description, reference, counterparty and bank-supplied transaction ID.

The filter button shows an indicator dot when any filter is active.

The reconciliation report

PropLink produces a monthly reconciliation report showing:

• Opening bank balance (per the bank).
• Receipts in the period.
• Payments in the period.
• Closing bank balance (per the bank).
• Reconciling items: outstanding receipts and outstanding payments.
• Closing ledger balance.

This is the document RICS, Propertymark and your auditors will ask for.

Coming soon: AI-suggested matches

PropLink will suggest likely matches on the reconcile screen using transaction history. This sits under PropManager AI and is Coming soon.