Bank reconciliation without spreadsheets

Bank reconciliation answers a simple question: do the books and the bank agree? In many small businesses it is answered with a spreadsheet, two columns of amounts and a lot of ticking. It works until the month someone ticks the wrong line.

Modulix keeps the two sides apart and makes the link between them explicit. The bank's side is a list of statement lines, exactly as the bank reported them; they are never changed. The books' side is the posted lines of the bank's ledger account. Reconciling means linking every statement line to the books, then confirming the total against the bank's closing balance.

Set up the account once

Each bank account sits on an asset account in the ledger, such as 1020 Bank account. When you create it, enter the bank's opening balance and opening date: the balance on the day you start using Modulix for this account. Reconciliation starts from there.

Import the statement

Download a CSV, OFX or QFX file from your online banking and select Import a statement. For CSV files, Modulix needs a date column and either one signed amount or separate debit and credit columns. It recognizes common headers in English, French, German and Spanish, and amounts written as 1,234.56, 1.234,56, with a trailing minus or in parentheses. If the file's dates are ambiguous, such as 03/04/2026, you choose whether the day or the month comes first.

Two details make imports safe to repeat:

• Duplicates are skipped. A line that is already there, by its OFX transaction id or by the same day, amount, description and reference, is not added again. You can import overlapping date ranges without thinking about it.
• Obvious matches happen on import. When exactly one posted line of the bank's ledger account has the same amount within three days, the statement line is matched to it. Everything else stays unmatched for you to review.

Match the rest

For each unmatched line, select Match. The dialog offers three ways to account for it.

• In the books lists posted lines with the same amount within 15 days, closest dates first. This is where customer payments recorded in Sales, supplier payments, transfers and manual entries are found.
• Documents to settle lists open documents the bank line could pay or receive: approved vendor bills with a balance, approved expense claims not yet reimbursed, and filed tax returns. Select Settle and Modulix records the payment and matches the line in one step.
• Book to an account handles what only appears on the statement, such as bank fees or interest. Choose the account and Modulix posts the entry and matches the line.

Reconcile

When every line up to the statement's closing date is matched, open the Reconcile tab and enter the statement date and closing balance. Modulix shows the last reconciled balance, the cleared transactions, the cleared balance and the difference. You can only reconcile when the difference is zero and no line up to that date is left to match.

Reconciled lines are locked: they stay matched for good and cannot be deleted. The account records the date it is reconciled up to, and the next reconciliation must use a later date.

When the difference is not zero

There are only two usual causes. Either a line is missing (import the statement again, or add the line by hand), or a line was matched to the wrong entry. Select Unmatch and match it again. If the line had been booked to an account, unmatching reverses that entry for you.

Make it weekly

Nothing stops you from importing and matching every week. The month-end reconciliation then becomes a formality: enter the closing balance, check the difference is zero, and select Reconcile. Once every bank account is reconciled, close the month's fiscal period.