Bank Sync & Reconciliation

Bank sync connects your business bank account to Invotify through Plaid, pulls in your transactions, and matches incoming payments to outstanding invoices — so the invoices you've been paid for mark themselves paid. It's the feature that takes manual reconciliation off your plate.

What bank sync does: - Connects your bank securely through Plaid's hosted login flow - Pulls new transactions into Invotify automatically every day - Scores each incoming credit against your open invoices and confirms confident matches on its own - Queues lower-confidence candidates as suggestions you confirm with one click - Lets you ignore or archive transactions that aren't customer payments

Where it lives: You connect and disconnect banks from Settings → Integrations; the transaction feed lives on the Bank page (/dashboard/bank), organized into Needs Attention (suggestions and transactions awaiting a decision), Matched, and Ignored views.

Plan availability: Bank sync is a Pro feature (also included with Lifetime). On Starter, the Bank page shows an upgrade prompt instead. Every bank API call is gated server-side, so the feature is genuinely locked, not just hidden in the UI.

Connecting a bank is a short, guided flow handled by Plaid. Invotify only ever receives the data Plaid hands back — never your bank login.

Where Plaid reaches: The connection supports banks in the United States, the United Kingdom, and Canada, covering thousands of institutions including major national banks, regional banks, and credit unions through Plaid.

How the connection works: 1. Invotify requests a Plaid Link token for your account. 2. Plaid's secure pop-up opens. You pick your bank and sign in directly with Plaid — Invotify is never in the middle of your credentials. 3. You choose the account you want to link. 4. Plaid hands back a temporary public token, which Invotify exchanges for a long-lived access token and stores against your company. 5. The connection is saved with your institution name, account name, and a masked account number, and is ready to sync.

Once a bank is connected and transactions are synced, they land in Invotify organized by where they stand in the matching process.

How the feed is organized: - Needs Attention — Suggested matches the matcher found but wasn't confident enough to confirm (shown with their confidence score and a one-click confirm), plus transactions with no candidate yet. Match each one to an invoice, or ignore it. - Matched — Transactions that have been confirmed against an invoice, whether automatically by the matcher or manually by you. - Ignored — Transactions you've set aside because they aren't customer payments (fees, transfers, supplier charges, and the like).

What each transaction shows: Every transaction carries its amount, currency, date, description, merchant name (when the bank provides one), and category, along with its current match status and any matched invoice. Suggested matches additionally show the matcher's confidence. Incoming payments (credits) are the transactions the matcher cares about; outgoing charges simply sit in the feed.

Reading the feed: Transactions are listed newest-first. The list is paginated, so large histories load in manageable pages rather than all at once.

Invotify's matcher compares each incoming payment against your open invoices and produces a confidence score. The score decides whether the match is applied automatically or left for you to confirm.

How the score is built: For every open invoice that matches the transaction's currency and amount (within a small rounding tolerance), Invotify adds up three signals:

Amount — The largest part of the score. A transaction only becomes a candidate at all if its amount equals an invoice total within the tolerance.

Date proximity — A payment that arrives near the invoice's due date scores higher than one that arrives weeks away. The closer the dates, the more it adds; payments far from any due date contribute nothing on this signal.

Customer name — If the transaction description contains the invoice's customer or business name, it adds to the score. Bank descriptions are often messy, so this is one input among the three rather than a requirement.

Auto-confirm vs. suggested: The three signals combine into an overall confidence. When the best candidate clears a high confidence bar, Invotify confirms the match automatically, records the payment, and updates the invoice. Below that bar, the candidate is saved as a suggested match — it appears under Needs Attention with its confidence score so you can confirm it with one click (or pick a different invoice, or ignore it). Suggestions are re-checked on every sync: if the candidate invoice gets paid some other way, the stale suggestion is withdrawn rather than left for you to confirm twice.

What happens on a confirmed match: When a match is confirmed — by the matcher or by you — Invotify records a payment on the invoice for the transaction amount and recalculates what's left owing. If that clears the balance, the invoice flips to Paid; if it only covers part of it, the invoice becomes Partial and stays open for the remainder. Manual matches are written to the activity log.

Matching manually: You can always match a transaction to an invoice yourself from the transaction. A manual match is treated as fully confident and records the payment exactly the same way an automatic one does.

Not every line in your bank feed is a customer payment. Fees, transfers, refunds to suppliers, and your own outgoing charges all show up too. Invotify gives you a clean way to keep those out of your reconciliation view.

Ignoring a transaction: Mark any transaction as ignored and it moves to the Ignored view and out of your way. Use this for anything that isn't a customer payment so your feed only ever holds real decisions. Ignoring a transaction doesn't touch any invoice — it's purely about tidying the feed.

The Ignored view as an archive: Ignored transactions aren't deleted; they stay available under Ignored. That keeps a full record of everything that came through your account while letting you focus on the transactions that matter for getting paid.

Disconnecting a bank: You can remove a bank connection at any time from Settings → Integrations. Disconnecting is a soft action — the connection is marked disconnected and stops syncing, and the event is recorded in the activity log. Transactions already pulled in remain in your feed.

Bank sync runs on its own — your feed stays fresh and confident matches reconcile themselves without you doing anything.

Daily automatic sync: Every connected bank is synced automatically once a day. There's nothing to trigger or schedule — new transactions simply appear in your feed each morning, already run through the matcher.

Incremental, cursor-based sync: Invotify uses Plaid's cursor-based sync, so each daily run only pulls what's new since the last one rather than re-downloading your whole history. New transactions are added and the cursor is stored so the next run picks up exactly where the last left off. This keeps syncs fast and avoids duplicate entries — transactions are keyed by their bank identifier.

Auto-matching during sync: After pulling new transactions for a connection, the sync runs the matcher over your pending incoming payments. High-confidence matches are confirmed, the payment is recorded on the invoice, and the invoice status is updated — all without you lifting a finger. Lower-confidence candidates are queued as suggestions in Needs Attention, and existing suggestions are refreshed (a suggestion whose invoice got paid another way is withdrawn).

Resilient by connection: If one bank connection runs into trouble during a sync, Invotify marks just that connection as errored and keeps going with the rest — one bank's hiccup never blocks the others. An errored connection can be reconnected from Settings. Each connection records when it was last synced.