Bank reconciliation

Reconciling means proving that what the bank says happened matches what your books say happened. Habitia does the tedious part: upload the statement, every row is matched against the posted entries on that bank account, you review what did not match, and you finalize when the numbers agree. Each reconciliation is saved with the statement file, so any month can be reopened and shown to an auditor later.

Requires double-entry accounting to be enabled.

Open Reports → Accounting → Bank Rec.

Tip: With processor clearing on, the books carry one bank line per Stripe payout and per ATH Móvil deposit, which is exactly what the statement shows, so those rows match without a window. The card at the top of this tab shows what the processors still hold and is where you record ATH Móvil deposits.

Starting one

Export the statement period as CSV from your bank’s website. Common formats work out of the box — Date / Description / Amount columns, or separate debit and credit columns, with English or Spanish headers.
Pick the bank account — 1110 — Bank — Trust if you run trust accounting, otherwise 1100 — Bank — Operating.
Type the statement ending balance exactly as the bank prints it. (You can add it later, but nothing can finalize without it.)
Optionally adjust the match window — how many days apart a bank row and a book entry can be and still count as the same transaction (default 3; ACH often settles a day or two after you record it).
Click New from statement CSV.

Habitia stores the file, matches each row against every book line on that account that has not cleared yet — including old ones, so a check from two months ago clears whenever the bank finally shows it — and opens the review screen.

The review screen

Five numbers across the top:

Box	Meaning
Cleared before this period	Lines cleared by earlier finalized reconciliations.
Cleared this period	Lines this statement cleared: matched rows plus any you ticked by hand.
Statement ending balance	What the bank printed. Editable until you finalize.
Cleared balance	The first two added together.
Difference	Ending balance minus cleared balance. Green $0.00 means you are reconciled. When it is not zero the note under it shows how much is still outstanding in the books.

Below, two lists side by side:

Statement rows — each bank row with the book entry it matched. A row with No match is money that moved at the bank without an entry in Habitia: usually a bank fee, interest, or a payment nobody recorded. Click it to pick a book line by hand, or record the missing transaction and come back — it will be waiting in the list on the right. You cannot finalize with unmatched statement rows.
Book lines not yet cleared — everything on the account that no reconciliation has cleared. Lines matched by a statement row are marked. Tick any line the bank shows but the parser missed (a fee you typed in later, a row with a slightly different amount). Untick to reverse.

The uploaded statement is one click away next to the account name, forever.

Finalizing

Finalize is enabled only when the difference is $0.00 and every statement row is matched. It locks the cleared lines to this reconciliation. From then on:

Those lines never appear as uncleared again, and the next month starts from this cleared balance.
If you later void an entry that had cleared, the reversal is dated the day you void it, not the original date, so the reconciled month stays exactly as it was and the reversal shows up as a new item to clear.
Reopen undoes the lock if you need to fix something — only on the most recent reconciliation of that account, so history stays in order. A reconciliation that was never finalized can simply be deleted, statement and all.
The PDF button next to the account name prints the reconciliation as a document — ending balance, cleared balance, difference, every statement row with the book entry it cleared, ticked lines, and what was still outstanding — for the month’s file.

Unreconciled items

The Unreconciled items tab lists every posted line on the account that no finalized reconciliation has cleared, bucketed by age: 0–30, 31–60, 61–90, and over 90 days. Anything in the last bucket deserves a look — a check that never cleared, a duplicate entry, or a payment recorded to the wrong account. It also shows the date the account was last reconciled through.

Trust accounts

With trust accounting on, reconciling 1110 (and 1300 in the split layout) every month is what makes the three-way trust summary meaningful: the summary’s bank leg starts from your latest finalized statement balance. Closing a period warns when the trust account has no finalized reconciliation covering the close date.

Tip: Reconcile monthly, right before closing the period. A closed, reconciled month is a month you never think about again.