Using AI Bank Reconciliations in Digits

Digits continuously compares your bank statements to your ledger, flags anything that needs review, and lets you finalize reconciliations in a few clicks.

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Overview

Digits uses AI to reconcile bank and credit card accounts continuously, not just at month-end.

Instead of manually matching transactions or maintaining reconciliation rules, Digits automatically compares bank feeds, uploaded statement PDFs, and ledger activity to keep accounts tied out inthe background. When everything lines up, reconciliation is completed automatically. When something doesn’t, Digits surfaces a small number of clear exceptions for review.

The result: faster closes, fewer surprises, and reconciliations that feel like review, not busywork.

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How to Use AI Bank Reconciliations

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Step 1: Upload a Statement

You can upload your bank or credit-card statement in two ways within Digits: from Reconciliations or from Vault.

Option 1: Upload from Reconciliations

1. Go to Accounting → Reconciliations.
2. You’ll see all your accounts listed (for example, Mercury Checking or Ramp Card).

You have several ways to upload your statement here:

To upload without matching it to a specific account

• Drag and drop your statement PDF into any white or open space on the Reconciliations screen.
• Digits will automatically detect the correct account and match it in the background.

To upload directly to a specific account

• Drop the file onto that account’s row (e.g., Mercury Credit Card 1234)
• Click the month you’re reconciling and choose Add Statement from the dropdown
• Click Add Statement on the right-hand side of the account row

Tip: This method is a bit faster since Digits can skip the account-matching step. Only use it if you’re confident about which account the statement belongs to.

Note: If you drop a statement onto the wrong account, Digits will still process it and likely surface many Missing flags. Use Bulk actions to clean up or delete any incorrect transactions.

Option 2: Upload from Vault

1. From the left navigation menu, click Vault.
2. Upload your statement PDF.
3. Digits will automatically reconcile it once it’s linked to the right account.

Automatic Sync Between Reconciliations and Vault

• Any statement uploaded in Reconciliations is also added to Vault.
• Likewise, any statement added in Vault is automatically matched to a reconciliation (when possible).

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Step 2: Let Digits Auto-Match

✨ Digits automatically compares your statement lines to your ledger to create a draft reconciliation.

• Typical time: 2–5 minutes per statement (longer for large files).
• What’s happening: Digits reads the PDF, identifies transactions, and matches them to your ledger.

When complete: You’ll see a green-and-black Draft icon on the month timeline — your draft reconciliation is ready.

Automatic gap-filling for skipped months If you upload a statement for a month that's later than your last finalized reconciliation, Digits also auto-creates draft reconciliations for the months in between.

Example: Your books are reconciled through January, and you upload a March statement. Digits will start a draft for February as well, so you don't end up with a gap in your reconciliation history.

The intermediate drafts use existing ledger activity (and any statements already in Vault). You can review and finalize each draft in order — see Step 3.

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Step 3: Review flagged items

When processing finishes, click the month or the Draft icon to open the reconciliation.

What You’ll See:

Section	Purpose
Left	The uploaded statement with detected lines outlined.
Middle	The ledger transactions for that account.
Right	The Flags panel, which lists any issues or unmatched items.

Tip: Hover over any statement line to highlight the matching ledger transaction. Click either side to open the transaction detail.

Flag Types and Recommended Actions

Flag Type	What it Means	What to Do
Missing transaction	Digits found a line on the statement, but nothing in the ledger.	Click Create to add it to the ledger (single or in bulk). Or dismiss the flag.
Date mismatch	The same transaction exists, but the ledger date falls outside the statement period (e.g., posted 6/1 vs. statement 5/31).	Accept the suggested date correction or dismiss the flag if the date is intentional.
Potential Duplicate	A ledger transaction appears to duplicate what’s on the statement.	Match the two transactions to confirm they're the same entry, delete the duplicate, or dismiss the flag.
Potential Mismatch	Two statement lines were accidentally combined into one ledger item (or vice versa).	Unmatch to resolve the mismatch or dismiss the flag.

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Track Your Progress

• Click the menu on a flag to Create a Transaction, Dismiss, or Mark as Complete.
• Completed flags expand to show changes (e.g., “Date adjusted by [user]”) with a link to the transaction.

You can also use Bulk actions to clear or create multiple items at once.

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Step 4: Finalize the Reconciliation

Before finalizing, confirm that:

• The Unreconciled Difference is $0.
• The ending bank balance matches the ledger balance.

When you're ready, select Finalize, then Confirm to complete and lock the reconciliation.

That’s it! 🎉

Having trouble? You can only finalize a reconciliation once the period before it is finalized — reconciliations finalize in order, so all earlier periods must already be complete. If you reopen an earlier period, finalize it again (and any periods after it) before you can finalize the current one.

After you finalize all accounts for the month, close the month to lock changes.

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After Finalization

Digits may automatically reopen a finalized reconciliation if transactions in that period are added, removed, or edited. When this happens, you’ll see what changed, and any later periods will be locked until the reconciliation is finalized again.

Reopen a Reconciliation

You can reopen a finalized reconciliation if you need to make changes. This returns it to Draft so you can update it.

1. Open the finalized reconciliation
2. Click Reopen in the top right

1. Click Reopen in the prompt to confirm

Reopening a period also reopens any subsequent periods for that account. You’ll need to finalize them again.

Reconfigure a Reconciliation

1. Open the reconciliation (must be in draft)
2. Click Reconfigure in the top right

1. Update any of the following:

   • Statement Date
   • Statement Ending Balance
   • Deposits (optional)
   • Withdrawals (optional)
2. Click Reconfigure to save

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Frequently Asked Questions

Can I upload multiple statements at once?

Yes, in two ways:

• Multiple files at once: drag and drop several statement PDFs onto the Reconciliations screen or into Vault. Each file is processed independently.
• One statement, multiple accounts: combined statements (e.g., checking + credit card from the same bank) are supported. Digits detects each account in the file and routes the transactions to the matching reconciliation.

My multi-account statement was rejected. Why? Digits treats a statement as multi-account only if each account has its own complete summary — a beginning and an ending balance. When it does, the category you're reconciling has to match exactly one of those accounts: the account's last four digits (or its final digits, for shorter account numbers) must appear in the category name, and match only one account. If it matches none or more than one, the statement is rejected — fix the category name or your selection rather than splitting the PDF.

What if my statement isn’t supported?

Digits works with any bank or credit card statement; just drop the PDF, PNG, or JPG into Digits. If you drop an unsupported format, you’ll see a message indicating that the format isn’t recognized — you can retry later or re-upload as a different format.

Do I need to create bank rules?

Nope. Digits uses AI to match transactions automatically — no setup or rule maintenance required.

What happens if I upload a statement to the wrong account?

If you drop a statement onto the wrong account, Digits assumes that’s intentional and will attempt to reconcile it — but you’ll likely see many “Missing transaction” flags.

We suggest deleting the reconciliation and starting again with the correct account.

If you drop a statement into open space (not a specific account) and Digits detects a mismatch, it will usually warn you or show an “Incorrect statement” error.

How long does it take to auto-match a statement?

Typically 2–5 minutes per statement, depending on file size and transaction count. You’ll see a notification and progress indicator while Digits is processing.

Can I start mid-year or skip months?

Yes. You can start reconciling any month, even if earlier periods aren’t complete. Digits will simply flag older unmatched transactions as “Missing”, but won’t block you from finalizing. Note: When you upload a statement for a later month, Digits will auto-create draft reconciliations for the months in between so your reconciliation history stays continuous. You can leave those drafts unfinalized if you don't intend to reconcile those periods.

What if my reconciliation doesn’t balance?

Digits won’t allow you to finalize until the difference is $0. You can resolve this by reviewing flagged items, creating missing transactions, or adjusting dates.

My reconciliation shows a $0.00 difference, but I still can't finalize.

A $0.00 difference is required, but not the only condition. Check, in order:

1. An earlier month for the same account is still in Draft— finalize it first (reconciliations finalize in order).
2. Your entered Deposits/Withdrawals totals don't add up to the statement's balance change.
3. A prior period was reopened— reopening any month reopens all later ones; refinalize in order.

Open flags don't block finalizing by themselves, but an unresolved flag usually leaves a non-zero difference. Resolve it so the difference returns to $0.00.

Where is the Finalize button in reconciliation?

Top-right—and it only becomes clickable when Unreconciled Difference = $0.00. If it’s greyed out, review flagged items until you’re balanced.

Can I undo changes?

You can unmatch, edit, or delete any added transaction before finalizing. There’s no single “undo all” option — once transactions are created, they behave like regular ledger entries. If something was reconciled incorrectly, you can reconfigure or delete the reconciliation.

What does Reconfigure do?

Use Reconfigure to make changes to a draft reconciliation. This reopens the setup screen where you can adjust:

• Ending date
• Ending balance
• Deposits/withdrawals or charges/payments

Note: You can’t change the date if it overlaps with another reconciliation in the same account.

What if I need to delete a reconciliation?

Click Delete in the top-right menu to remove it entirely. Use this if you started one by mistake or need to redo it from scratch.

What happens after finalization?

Once finalized, a reconciliation is locked and read-only. You can still view details, hover matches, and review the Audit log, but you’ll need to reconfigure or delete to make edits.

How does Digits handle multiple accounts?

Each account is reconciled separately. Document integration ensures that statements are automatically linked to the correct accounts, enabling faster setup.

What’s shown in the Audit Trail?

The Audit Trail records key reconciliation-level actions, including:

• When a reconciliation is started
• When it’s reconfigured or reopened
• When it’s finalized or deleted
• When a statement is uploaded or linked to a reconciliation

It does not track individual flag resolutions or transaction-level edits — those appear in the Completed Flags section within the reconciliation itself.

This provides a clear, auditable history of all major reconciliation activities for accountants and reviewers.

Can I bulk-create transactions for missing items?

Yes. If many transactions are missing, you can use Bulk actions → Create to add them all at once.

Note: Once created, they’re live in your ledger and must be edited or deleted manually if incorrect.

How do I export reconciliation data as a PDF?

You can export a PDF in two ways: from a single reconciliation or in bulk.

Option 1: Export a single reconciliation

1. Go to the Reconciliations page.
2. Click on the month for the reconciliation you want to export.
3. In the pop-up, click Download PDF.

Option 2: Export multiple reconciliations at once

1. Open the Reconciliations page for the month you want to export.
2. In the upper-right corner, click Download PDF.

1. Select the time period you want to download, and click Download.

Why did Digits create draft reconciliations for months I didn't upload?

When you upload a statement for a later month, Digits automatically creates draft reconciliations for any months between your last finalized reconciliation and the uploaded statement. This prevents gaps in your reconciliation history. Review and finalize each draft in order; if you don't have a statement for one of those months, you can still review the draft against existing ledger activity or upload the missing statement later.

Why wasn't a reconciliation created when I uploaded my statement?

When you upload a statement to the general Reconciliations area, Digits looks for existing ledger transactions that match the statement. If there are no transactions for that statement period (common when you're working only from statements instead of a live connection), Digits can't create the reconciliation automatically. To reconcile the statement, either:

• Drop the statement directly onto the correct account.
• Import the statement first, then create the reconciliation manually.

How does Digits match a statement to an account?

If you upload a statement without selecting an account, Digits first looks for matching ledger transactions. If none are found, it uses the last four digits of the account number on the statement to identify a matching account in Digits.

Including the last four digits in your account name can improve matching accuracy.

A statement didn't auto-match — how do I attach it?

Drop the statement file onto the specific account (category), or use "Browse or Drag & Drop" on the reconciliation. This re-uploads the file (you can't pick one already in Vault) and starts a targeted reconciliation. Requires Automated Bank Reconciliations + Vault enabled and permission to create or edit reconciliations.

What does a "failed" reconciliation mean?

A reconciliation itself doesn't fail. Instead, the uploaded statement may fail to process.

If this happens, you'll see an Invalid Document message. Common causes include:

• The file is unreadable or corrupted.
• The statement is for the wrong account.
• The statement isn't supported or can't be processed.

To continue, upload a clean statement for a single account. A failed statement doesn't prevent other reconciliations from processing successfully.

Why does a statement show "Invalid Document"?

Digits couldn't read the uploaded file as a bank statement. There's no separate "failed" status and no retry button — re-upload a valid statement (or the correct PDF) to try again.

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Got a question or feedback? Our team is all ears—come say hello!

Contact Digits Support

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