Matching connects a real bank row to the document it settles: a sales invoice on Money in, or an expense on Money out. Until that link exists, “paid” is a guess — the customer may have transferred, or you marked the invoice paid while the credit still sits unmatched.
Upload statements first. See Bank Accounts.
#Match vs mark as paid
Two different actions.
Match — you pick the bank row (or the documents it covers). The transfer and the document share an amount. On a sales invoice, full cover → Matched. Part of the due → Partially matched. That amount leaves To match on the bank line. On an expense, the tax-authority badge stays as it is (validated, adjusted, replaced). Matching is settlement: the money-out line shows the purchase invoice.
Mark as paid without a bank transaction — you record that the document is settled without a statement row. On a sales invoice: cash in person (Received in cash goes to Cash on hand), or an offset / correction where no money moved (Mark paid without recording money). On an expense: Paid in cash (deducts from Cash on hand), or the same no-money option. The bank list does not change. If the money actually moved through a linked bank, month-end still has a row in To match.
Prefer match when the money landed in a linked bank. Mark by hand when it did not.
Lines that are not a customer or supplier document — interest, bank fee, salary, owner, transfer between your accounts — leave To match when you choose No invoice needed, or assign a category. Matched lines inherit the document’s category. You do not pick a second one.
#How matching works
Invoi scores open invoices against unmatched Money in, and open expenses against unmatched Money out (and the other way around):
- Identifiers in the transfer note / nội dung chuyển khoản (series + number) — strongest signal. Web invoices already put that number in the note.
- Amount: exact, near, or similar. VAT invoices compare to the gross due (list amounts are net; transfers are usually gross).
- Date close to the invoice or expense date
- Customer name on money in vs the invoice; supplier name on money out vs the expense
Suggestions show those reasons. You still confirm. One transfer can cover several documents, or part of one. If several invoices from the same customer (or expenses from the same supplier) add up to the transfer, they can be pre-checked.
#From a bank statement
- Open Dashboard → Bank & Cash, then the account, after you upload a statement.
- Unmatched rows sit as To match in the invoice column. Interest and other non-document lines already have a category, so they show No invoice needed.
- On Money in, choose Match to invoice…. On Money out, choose Match to expense….
- Tick one or more open invoices or expenses. Set the amount per document if the transfer is a partial or a bundle. Remainder stays To match.
- Confirm. The bank row shows the matched invoice or expense code. The category column inherits from that document.
You can edit a match later from the pencil on the bank row. Undo match on the invoice (More) clears a match you recorded by mistake so the transfer returns to To match.
#From an invoice
- Open an issued invoice that is not yet fully matched.
- More → Match (match bank payment).
- Pick a suggested money-in row, or Show other transactions. Confirm stays off until a visible transfer is selected.
- Or choose Mark as paid without a bank transaction and say how: cash, or no money recorded.
#From an expense
- Open a synced expense.
- More → Pay (match bank payment).
- Pick a suggested money-out row, or Show other transactions. Confirm.
- Or mark it paid without a bank row: cash, or no money recorded.
You can also match that same payment from the statement with Match to expense….
#What accountants get
Matching is the owner’s job in the day. Close is faster when it is already done.
- Matched vs unmatched on the invoice list follows the bank, not a Zalo screenshot
- Partial payments stay visible instead of looking fully matched
- Statement export can list one row per matched invoice or expense, with the matched amount — ready to post without splitting a lump transfer by hand
- Categories on unmatched lines explain fees, interest, and owner movements. Matched lines inherit the document’s category.
- Invite the accountant into the same workspace so they do not re-ask which transfer was which. See Invite Accountant
Invoi is not a general ledger. Your accountant still books in tools like MISA or FAST. Matching means the shared workspace and the export already know what landed. See Exports.
#Plans
Bank reconciliation is on Solo+ and above. Manage expenses is on VIP. See Plans & Pricing.