Banking

Banking is where you check your books against the bank. You import the bank’s statement, match each line to the payment, expense, or transfer already in your ledger, and deal with anything that is missing. When every line is matched, you know your bank balance in Workstation is right.

Open Accounting → Banking. The page works on one bank or cash account at a time: pick it in Pick a bank or cash account.

Bank and cash accounts

Bank and cash accounts are ordinary accounts in the chart of accounts with the Bank or Cash purpose. The standard chart includes Cash, Bank, and Undeposited Funds. To add a bank account, for example a second bank, go to Accounting settings → Chart of accounts, click Add account, place it under the same group as Bank, and choose the Bank purpose.

Only active bank and cash accounts appear in Banking, payments, expenses, and transfers.

Foreign-currency bank accounts

To keep a bank account in another currency, for example a USD account for a SAR company, set its Account currency when you create it. The currency must be active in your currency settings and cannot change once the account has activity.

A foreign-currency account records both amounts: the USD that moved and its base-currency value at the transaction’s rate. Its base-currency value can be restated at month end with Currency revaluation.

Import a statement

Pick the bank account.
Click Import statement and choose a file downloaded from your bank.

Workstation reads CSV, OFX, and QFX files. For CSV, the first row should be a header. It recognizes common column names:

Data	Column names
Date	Date, Transaction date, Posting date, Value date
Amount	Amount, Transaction amount, Signed amount
Or separate columns	Debit / Withdrawal / Money out, and Credit / Deposit / Money in
Description	Description, Details, Name, Payee, Memo, Narrative
Reference	Reference, Ref, Check number, Cheque number
Transaction ID	ID, Transaction ID, FITID

For example:

Date,Description,Reference,Amount
2026-09-01,STRIPE PAYOUT,PO-8812,4250.00
2026-09-02,OFFICE RENT SEPTEMBER,,-6000.00

Lines already imported are skipped as duplicates, whatever the file format, so importing a CSV after an OFX of the same period does not double your lines. A line counts as a duplicate when its date, amount, and description match an existing line (or its reference, when there is no description). Two lines with different bank transaction IDs are always kept as separate transactions. The toast tells you how many lines were imported and skipped.

Match statement lines

Imported lines start in To review. Use the status filter to switch between To review, Matched, Excluded, and All.

Click a line to see ledger movements that could explain it. Workstation looks for movements on the same account in the same direction within 30 days, and ranks them by amount, date, reference, party name, and your matching rules. Each suggestion shows its reasons (for example “Exact amount” or “Same date”) and a high, medium, or low confidence badge.

Click Match on the right suggestion. The line becomes Matched and the date is recorded as its clearance date.
A line can be matched to several ledger movements, and one movement to several lines. For example, one bank deposit line can match three customer receipts. The line shows Partially matched with the amount left until it is fully covered.
Unmatch all undoes a match.
Exclude line removes a line that should not be in the books, such as a duplicate the bank sent. Restore brings it back.

If nothing matches, the payment or expense has not been recorded yet. Record it (for example as an expense, a payment, or a transfer), then match the line.

Matching only records that the bank line and the ledger movement belong together. It never changes the ledger itself. A journal entry that has been matched cannot be cancelled until it is unmatched.

Matching rules

Rules help Workstation suggest the right movement for lines you see every month. Click Matching rules, then New rule:

Rule name and Priority.
Description condition: Contains, Starts with, Ends with, or Exact match, and the Description text, for example STRIPE PAYOUT.
Movement: Money in, Money out, or Any movement.
Optional Minimum amount and Maximum amount.
Optional Party type and Party, and a Counterparty account.

When a line matches a rule, suggestions with that party or counterparty account rank higher and show “Rule party” or “Rule account” as a reason. Rules suggest; they never match automatically. Use stable words from the bank description, and keep rules narrow enough to avoid ambiguous suggestions. Pause a rule by clearing Active.

Undeposited funds and deposits

Many businesses collect several cheques or card payments and take them to the bank as one deposit. The bank statement then shows one line, not one per customer. Undeposited Funds keeps those two views in step.

Turn it on under Accounting settings → General → Customer receipt routing → Undeposited Funds. From then on:

Customer receipts post to the Undeposited Funds account, not to the bank or cash account chosen on the payment.
When you bank them, click Create deposit on the Banking page.
Choose Deposit to (a base-currency bank account), the Deposit date, and an optional Bank reference.
Tick the receipts in the deposit. Use Load more receipts if there are many; your selection is kept. A deposit can include up to 500 receipts.
Click Post deposit.

The deposit moves the total from Undeposited Funds to the bank in one entry, so it matches the single line on your statement. A deposit cannot be dated before its receipts.

Reverse a deposit

Click Deposits on the Banking page to see your bank deposits (use Load more for older ones). To undo one, click Reverse, choose the Reverse on date (not before the deposit date), and confirm. Workstation posts the mirror entry and the deposit’s receipts go back to Undeposited Funds, ready for another deposit.

A deposit that is matched to a bank statement line must be unmatched first. A receipt that is in a deposit cannot be cancelled until the deposit is reversed.

Refunds are never routed through Undeposited Funds.

Transfer money

Use Transfer money to move money between two of your own bank or cash accounts, for example from the bank to petty cash.

Choose the From and To accounts.
Enter the Amount sent and the Date.
Between two currencies, check both rates and optionally enter the Amount received the bank actually credited. Leave it blank to calculate it from the two rates.
Click Record transfer.

A transfer posts one entry that credits the source and debits the destination. If the base values sent and received differ, the difference posts to FX Gain/Loss, and the dialog tells you how much before you save. Between two accounts in the same currency, the amounts must be equal.