Introduction to Reconciliation feature
This feature is currently in beta and available only for a few selected customers. In case you want to try out this feature, contact us at [email protected]
The Reconciliation feature helps you ensure that the card transactions present in Sage Expense Management exactly match the transactions on your bank card statement. It provides an easy way to reconcile credit card transactions and verify that key details such as amounts, dates, and merchants are correctly aligned between Sage Expense Management and your card statement.
Getting started
You can enable reconciliation from Admin Settings > Corporate Cards. While setting it up, you’ll be asked to choose how you want to organize your reconciliation periods.
You have two options:
1. Calendar month
This sets up reconciliation on a calendar-month basis.
Each reconciliation period corresponds to a calendar month
Examples: January 2026, February 2026, March 2026, and so on
You reconcile transactions for each month separately
2. Statement period
This sets up reconciliation based on your card statement cycle.
You can define a custom start and end date for your statement period
Examples: 12 Jan - 11 Feb, 12 Feb - 11 Mar, and so on
Each statement period is reconciled separately
Tip: We recommend using Calendar month for the cleanest experience, and reconciling in the first week of every month for the previous month’s transactions.
How does reconciliation work?
Based on your selected setup (calendar month or statement period), your Reconciliation home shows a list of reconciliation periods.
For each reconciliation period:
All card transactions already present in Sage Expense Management for that period are automatically included
You upload the corresponding bank statement for that period
Statements can be uploaded in XLS or CSV format (using the provided upload guide)
Once the statement is uploaded, Sage Expense Management automatically attempts to match statement transactions with existing expenses.
Sage Expense Management then shows:
Total transactions and amount in Sage Expense Management
Total transactions and amount in the statement
Any differences, if present
Your goal is to review each transaction, confirm matches, and resolve any discrepancies.
Transaction tabs and available actions during reconciliation
After a statement is uploaded, transactions are grouped into different tabs based on their status. Each tab represents a specific scenario and helps you decide what action to take.
Matched
Most transactions typically appear under this tab. These are transactions where Sage Expense Management has found a possible match between the statement and an existing expense.
Sage Expense Management shows a side-by-side comparison of:
The transaction from the bank statement
The corresponding expense in Sage Expense Management
Your job is to review these matches and confirm if everything looks correct. Accordingly, the following actions are available to you:
Reconcile: If everything looks correct, click on Reconcile to mark the expense as reconciled.
Note: Once an expense is reconciled, its amount and date can no longer be edited by the spender or any admin.
Unmatch: If a match does not look correct, click on Unmatch. This will remove the match and move the matched expenses to separate statuses.
Missing in Sage Exp Mgmt
These are transactions that are present in the bank statement, but do not currently exist in Sage Expense Management.
Your job is to review these transactions and decide how they should be handled. Accordingly, the following actions are available to you:
Find match:
First, check if the the transaction already exists in Sage Expense Management, by clicking on Find Match. This lets you search for potential matches across all transactions in Sage Expense Management within a buffer of ±5 days of the reconciliation period.Import:
If the transaction is missing in Sage Expense Management, click on Import. This will create a new expense in Sage Expense Management and mark it as Reconciled (100% match).Ignore:
If the transaction should not be tracked in Sage Expense Management (for example, credit card payments), click on Ignore. The transaction will move to the Ignored status.
Missing in statement
These are transactions that are present in Sage Expense Management, but do not appear in the bank statement for the reconciliation period. This usually indicates an extra or incorrectly captured expense.
Your job is to review these expenses and decide whether they should be corrected, removed, or ignored. Accordingly, the following actions are available to you:
Find match:
If you think the transaction exists on the statement but was not matched correctly, click on Find match. This lets you look for a corresponding transaction from the “No match found in Sage Exp Mgmt” set.Delete:
If the expense should not exist in Sage Expense Management, click on Delete to remove the extra expense.Move to next reconciliation period:
If the expense is not settled yet, it will appear in your next bank statement. You can move such an expense in Sage Expense Management to the next reconciliation cycle.
Multiple matches in Sage Expense Management
These are transactions where a single statement transaction has more than one possible matching expense in Sage Expense Management. This can happen when duplicate or similar expenses exist.
Your job is to identify the correct match and resolve the remaining expenses. Accordingly, the following actions are available to you:
Select / Match:
Select the correct expense from the available matches to reconcile it with the statement transaction.Ignore or Delete:
For the remaining expenses, you can either ignore them or delete them, depending on whether they should exist in Sage Expense Management.
All
The All tab shows all transactions included in the reconciliation period, across every status.
This gives you a single, consolidated view of:
Transactions from the bank statement
Expenses from Sage Expense Management
Their current reconciliation status
Actions available based on current reconciliation status
The All tab does not change how reconciliation works - it simply provides a unified view to help you review and manage all transactions more efficiently.
What happens when you reconcile a transaction?
When a transaction is reconciled, Sage Expense Management updates the transaction to match your card statement:
The amount is updated to match the statement.
Both the Transaction Date and Posted Date are updated based on the dates in the statement.
After reconciliation, the amount, Transaction Date, and Posted Date are locked and can no longer be edited. Other fields, such as the category, project, receipt, and description, can still be updated.
Since the statement becomes the source of truth, make sure it contains the correct dates before reconciling.
Undo Reconciliation
If you need to make changes to a reconciled transaction, you can Undo Reconciliation at the individual transaction level.
Undoing reconciliation unlocks the transaction, allowing you to update the amount, dates, or other details as needed. Once your changes are complete, you can reconcile the transaction again.
Closing a reconciliation period
Reconciliation is considered complete when all transactions for the period have been reviewed and resolved. As you work through the reconciliation:
You resolve all mismatches by matching, importing, ignoring, or deleting transactions as needed
The difference in both transaction count and total amount between the bank statement and Sage Expense Management should reduce to zero
Once the difference reaches zero, you can proceed to close reconciliation.
Closing reconciliation
Reconciliation is closed in two steps:
Close reconciliation for the card
Once all issues for a card have been resolved and the difference is zero, you can close reconciliation for that card.Close reconciliation for the period
After all cards in the reconciliation period are closed, you can close the reconciliation period itself.
After closing
Once a reconciliation period is closed, it cannot be reopened
No further changes can be made to reconciliation for that period
A new Reconciled column appears across the Business Expenses page and all other expense views for any expense that has been reconciled
The Reconciled indicator serves two purposes:
It prevents spenders, approvers, and admins from editing the amount or date on reconciled expenses
It provides a clear, visual way to identify which expenses have already been reconciled
Make sure all transactions are reviewed carefully before closing the reconciliation period.
Exporting Reconciled transactions
Once reconciliation is complete, you can exported reconciled data in the following 2 ways:
Card level summary
Inside a reconciliation period, select the cards you need and click on Export. This will export a card level summary of the totals in your bank statement vs. Sage Expense Management.
Transaction level data
You cannot export transaction level data directly from the Reconciliation module. Instead, you can use the Export option on the Business expenses page. You can apply a filter to show only Reconciled transactions on the Business expenses page for the desired period and export them as usual. This will export complete transaction details including date, amount, category, merchant, etc.
FAQs
Can I reconcile multiple transactions at once?
Yes. If multiple transactions appear under the same status (for example, under Matched), you can use bulk select to select multiple transactions and take action on them together.
This allows you to quickly reconcile a large number of transactions at once instead of reviewing and reconciling each transaction individually.
What happens if the merchant names or amount on the statement and Sage Expense Management are slightly different?
Sage Expense Management can still identify possible matches even if merchant names or amounts are not an exact match. These transactions appear under the Matched tab, where you can review the side-by-side comparison and confirm or unmatch the transaction.Can I edit an expense after it has been reconciled?
Once an expense is marked as Reconciled, its amount and date cannot be edited by spenders, approvers, or admins. Other details like category, project, merchant, etc. can still be edited.
How are split expenses handled during reconciliation?
Split expenses appear within the tabs with a different visual representation. If multiple split expenses together add up to a single statement transaction, you can match them as a group or unmatch them if the split does not look correct.What is the All tab used for?
The All tab shows every transaction in the reconciliation period across all statuses. It provides a single view where you can review and take actions without switching between tabs.
What should I do if a transaction is present on the statement but missing in Sage Expense Management?
Such transactions appear under Missing in Sage Exp Mgmt. You can:
Search for a potential match using Find match
Import the transaction to create a new expense
Ignore the transaction if it should not be tracked
What should I do if an expense exists in Sage Expense Management but is not on the statement?
These expenses appear under Missing in statement. You can:
Look for a matching statement transaction using Find match
Delete the extra expense
Move the expense for reconciliation in the next cycle
When can I close a reconciliation period?
You can close reconciliation once:
All issues have been resolved
The difference in transaction count and total amount between the statement and Sage Expense Management is zero
Reconciliation is closed first at the card level, and then at the period level.
Can a closed reconciliation period be reopened?
No. Once a reconciliation period is closed, it cannot be reopened.
How can I identify reconciled expenses later?
A Reconciled column appears across the Business Expenses page and other expense views. This makes it easy to identify reconciled expenses and ensures their amount and date cannot be edited.
Can I reconcile expenses from many months ago?
Yes. By default, the Reconciliation module creates the latest 3 reconciliation periods when it is enabled.
If you need to reconcile older transactions, simply reach out to [email protected], and our team will create the additional reconciliation periods for you.
Does the reconciliation status sync to my accounting software?
No. The reconciliation status is currently available only within Sage Expense Management and is not synced to your accounting software.
Can I reconcile foreign currency transactions?
Yes. The Reconciliation module is a great way to reconcile foreign currency transactions. Foreign transactions may show slight amount differences between your card statement and Sage Expense Management due to exchange rate variations. By uploading your statement, you can easily identify and resolve these differences in a single click.
Why am I unable to delete some expenses from the Reconciliation page?
Admins cannot delete expenses that are already part of a report. If an expense needs to be deleted, you can either:
Send the report back to the employee and ask them to delete the expense
Ask the employee directly to delete it if the expense is not already Closed
The Reconciliation module helps by identifying these expenses, making it easy to spot and resolve them during reconciliation.
I can't see all the columns on the Reconciliation page. How do I view them?
The Reconciliation table is horizontally scrollable. If you don't see all the columns, scroll to the right using the horizontal scroll bar at the bottom of the table.
Tip: The scroll bar can be easy to miss, so if you're unable to find a column, try scrolling horizontally. You can also use your arrow keys to navigate the table.
Troubleshooting statement upload errors
I'm getting an error that the Transaction Date or Posted Date column is missing.
Your statement must include both Transaction Date and Posted Date columns. If either column is missing, the statement cannot be uploaded. If your bank statement doesn't include both columns, we recommend contacting your bank to obtain a statement that does.
I'm getting an error about duplicate Transaction IDs.
The Transaction ID column is optional. If your statement contains duplicate Transaction IDs, simply map the Transaction ID field to None during column mapping and continue with the upload.
How should I add card numbers to my statement?
Only the last 4 digits of each card number are required. Ensure the card number column contains just these last 4 digits for successful matching.