Topkey Docs

Transaction matching links a paid bill to its corresponding card transaction, confirming that the payment cleared and allowing you to reconcile your books with confidence. Topkey can match transactions automatically in many cases, but you can also match them manually when needed.

Why Transaction Matching Matters

When a bill is paid using a Topkey card, two records are created: the bill itself and the card transaction that appears in your account. Matching connects these two records so that:

Your bill payment records align with actual card activity
Payments are not counted twice in your accounting
Your books accurately reflect what has been paid and when

Without matching, a paid bill and its corresponding transaction remain separate, unlinked records — which can create discrepancies during reconciliation.

How Auto-Matching Works

After a bill is paid, Topkey automatically attempts to find a matching card transaction based on the payment amount, date, and vendor. When a match is found, the transaction is linked to the bill without any action required on your part.

Auto-matching runs in the background after payment is processed. If a match is not found immediately, check back after the transaction has fully settled in your account.

Manually Matching a Transaction

When auto-matching does not find a match — for example, if the transaction settled on a different date or the amounts differ slightly — you can manually link the correct card transaction to the bill.

Manual matching is initiated from the Cards transactions view, not from inside the bill itself.

Navigate to Cards in the left sidebar and open the Transactions view.
Locate the card transaction you want to match to a bill.
Click the transaction to open its detail panel.
In the detail panel, look for the Match to Bill option and click it.
Use the search field to find the bill by vendor name, amount, or date.
Select the correct bill from the results.
Confirm the match.

Once confirmed, the transaction and bill are linked and your records are updated to reflect the reconciled payment.

If you are having trouble finding the right bill, try searching by the exact payment amount or narrowing the date range to the period when the bill was due.

Unmatching a Transaction

If a transaction was matched to the wrong bill — for example, if the payment was reversed or the wrong transaction was linked — you can remove the match.

Navigate to Cards and open the Transactions view.
Find and click the transaction that has an incorrect match.
In the detail panel, select the option to remove or unmatch the linked bill.
Confirm the action.

The transaction and bill will be unlinked, and both records will return to an unmatched state so you can re-match them correctly.

Unmatching a transaction does not reverse or cancel the payment — it only removes the link between the two records. Make sure you re-match the transaction to the correct bill to keep your books accurate.

Common reasons to unmatch a transaction:

The wrong transaction was linked to a bill
A payment was reversed and the bill needs to be marked unpaid
A transaction was matched to a duplicate bill

Match Statuses

Each bill and card transaction reflects one of the following match states:

Unmatched — No link has been established between the bill and a card transaction. Action may be needed.
Auto-Matched — Topkey found and linked a matching transaction automatically based on amount, date, and vendor.
Manually Matched — A team member linked the transaction to the bill by hand.

Regularly reviewing unmatched transactions helps you catch any bills that cleared but were not reconciled, so your books stay current.

Frequently Asked Questions

Why is my bill showing as unmatched even though it was paid?

Auto-matching depends on the card transaction being fully settled in your account. If the transaction is still pending, Topkey may not be able to match it yet. Wait until the transaction settles and check again. If it remains unmatched, you can match it manually from the Cards transactions view.

Can a single card transaction be matched to more than one bill?

No. Each card transaction can be matched to only one bill, and each bill can be linked to only one transaction. If a single payment covered multiple bills, you will need to review your bill records and determine the correct one-to-one pairing, or consult your accountant about how to handle split payments.

What should I do if the transaction amount does not exactly match the bill amount?

Small discrepancies — such as those caused by fees or adjustments — may prevent auto-matching. In these cases, manually match the transaction from the Cards transactions view and note the discrepancy. If the difference is material, contact Contact Support for guidance on how to handle the variance in your accounting.