/banks
Every receipt, expense payment, refund, disbursement and wallet top-up names a bank account. The
bank account record is what connects that movement to the general ledger and, for collections, to
the paybill a tenant actually pays into.
What a bank account record holds
Adding a bank account
1
Create the account
Name, bank, account number and type.
2
Map it to the ledger
Choose the chart-of-accounts cash/bank account. This is the step that makes reconciliation
possible.
3
Configure collection details
Paybill and reference separator, where tenants pay into this account.
4
Set automation
Mark it automated if receipts arrive through an integration rather than being keyed in.
5
Activate it
Only active accounts appear in payment, refund and disbursement forms.
Active and inactive accounts
Accounts can be deactivated rather than deleted. An inactive account:- no longer appears when recording new payments, expenses, refunds or disbursements;
- keeps every historical movement, so past reconciliations and statements stay intact.
Payer-facing checkout
Where tenants pay through a portal or a checkout flow, the set of accounts they may pay into is derived from your bank accounts. Which accounts are exposed to payers is a deliberate choice — an account intended for owner disbursements should not appear as a rent-collection destination. Review the payer-facing list whenever you add an account, so a new internal account does not quietly become a tenant payment option.Reference matching
Automatic matching of an incoming mobile-money or bank payment to a lease relies on the payer using the right reference. The payment reference separator defines how that reference is constructed, so the receipt can be attributed without a human reading it. Communicate the reference format on invoices and in reminders. Most unmatched receipts are payers using a reference nobody told them to use.Reconciliation
1
Work one account and one period at a time
Mixing accounts is how items get double-counted.
2
Match on reference, not amount
Amounts repeat; references do not.
3
Check all four directions of movement
Receipts in, expense payments out, refunds out, owner disbursements out. A bank line with no
counterpart in any of the four is an unrecorded transaction.
4
Confirm the ledger balance
The mapped ledger account’s balance should equal the reconciled bank balance.
Common problems
Next steps
Receiving payments
Capturing receipts into these accounts.
Expense wallets
Funds bound to a bank account.