The 30-minute workflow
Bookkeeping prep doesn't have to be a half-day project. With the right workflow, you can handle your entire monthly close in 30 minutes. Here's the plan — minute by minute.
Minutes 0-5: Import transactions
Download bank statement
Open your online banking and export last month's statement as a CSV or OFX file. Most banks offer this under "Transactions" or "Statements." If you're unsure, find a guide for your bank in our bank export guides.
Import transactions into invoice-matcher.io
Log into invoice-matcher.io, navigate to your organization, and click "Import transactions." Drag and drop the file into the upload area. The system automatically recognizes the format.
Check the result
Within seconds, you see all transactions for the month — neatly listed with date, amount, payee, and reference. A quick glance confirms everything imported correctly.
Time: 3-5 minutes.
Minutes 5-15: Review auto-matches
Upload invoices
If your invoices aren't in the system yet, upload them now. Drag and drop PDFs — or better yet: set up email forwarding so invoices land in the system automatically.
Wait for AI extraction
The AI reads each invoice: amount, vendor, date, invoice number, currency. Takes a few seconds per document. With 50 invoices, you're done in under a minute.
Review automatic matches
The matching system has already evaluated all possible matches. High-confidence matches are auto-confirmed. Scroll through the list and spot-check them.
In most cases, 80-90% of automatic matches are correct. For organizations using the system longer, it's 95%+.
Time: 5-10 minutes.
Minutes 15-25: Work the review queue
Handle medium confidence
Now the important part: matches where the system is uncertain. Find these in the review queue.
Typical cases:
- Vendor name differs: Invoice from "Adobe Systems", bank shows "ADOBE CREATIVE CL". Click "Confirm" — the system remembers the alias.
- Amount slightly off: Invoice for $189.42, transaction shows -€174.31. Exchange rate difference? Quick check and confirm.
- Time gap: Invoice from January 3, payment on January 28. Plausible? Confirm.
Unmatched transactions
Some transactions have no matching invoice. Typical candidates:
- Salary, rent, standing orders: These don't need invoices. Mark them as "ignored" — or set up a permanent ignore rule.
- Missing invoices: Investigate. Which invoice belongs to this debit? Request it from the vendor.
Unmatched invoices
Invoices without a matching transaction are a warning sign. Either the invoice hasn't been paid yet (open liability) or the payment falls outside the imported period.
Time: 8-12 minutes.
Minutes 25-30: Export ZIP
Generate export
Navigate to the export section and click "Export ZIP." The system creates a structured file containing:
- All matched invoices (PDFs)
- A summary CSV with all matches
- Transaction data
Send to your accountant
Download the ZIP and send it to your accountant. No loose files, no chaotic email chains. One file, everything included.
Dashboard check
Take a final look at the dashboard:
- Coverage rate: What percentage of transactions are matched or ignored? Target: 95%+.
- Open invoices: Any invoices without a transaction?
- Missing receipts: Any transactions without an invoice?
Time: 3-5 minutes.
Why this workflow works
Automation eliminates routine
80-90% of matches happen without your input. You focus only on edge cases.
Structure over chaos
Instead of searching through emails and folders, everything is in one place. Every invoice, every transaction, every match.
Progressive improvement
The more regularly you run this workflow, the faster it gets. By month three, you need 15-20 minutes instead of 30, because the system knows your vendors.
Complete documentation
Every match is logged. During a tax audit, you can immediately prove which invoice belongs to which transaction.
Prerequisites
For the 30-minute workflow to work, you need:
- Digital invoices: PDFs or scanned images. Photograph paper invoices first.
- Export-capable bank: Most banks support CSV or OFX export.
- Regularity: Once a month is ideal. Quarterly works too but takes longer.
Conclusion
30 minutes. That's the difference between a stressful quarter-end scramble and a relaxed monthly ritual. The workflow is simple, repeatable, and gets faster over time.
Your accountant will thank you.
Further reading:
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