Receipt Matching

How CashPanel automatically matches receipts and invoices to the right transactions, and what to expect in daily use.

CashPanel captures receipts and invoices, then matches them to your bank transactions so reconciliation takes minutes instead of hours.

The goal is simple: get the obvious matches done automatically, and show you only the few that need review.

#How it works

  1. A receipt arrives in your inbox (via email forward, connected email, or upload)
  2. CashPanel extracts merchant, amount, date, and document details
  3. The system searches your transactions for matches
  4. High-confidence matches are attached automatically
  5. Uncertain matches are flagged for your review

#Matching intelligence

CashPanel uses multiple signals together:

  • Amount: Receipt total vs transaction amount (exact matches score highest)
  • Date: Purchase date vs transaction clearing date (accounting for banking delays)
  • Merchant: Company name on receipt vs bank description
  • Currency context: Handles same-currency and cross-currency scenarios
  • Your patterns: Learns from confirmed, declined, and unmatched feedback

CashPanel also checks whether two or more invoices from the same merchant add up to one bank transaction. This covers marketplace orders where Amazon, Shein, AliExpress, or another vendor issues separate invoices but collects one payment, including larger settlements containing up to 30 invoices.

This is why you may see:

  • an instant auto-match for very obvious cases,
  • a suggestion when CashPanel is likely right but wants confirmation,
  • or "pending" when there isn't enough evidence yet.

#Confidence levels

Matches fall into three categories:

#Auto-matched

CashPanel is highly confident this is correct and attaches the receipt automatically.

This happens when:

  • Amount matches exactly
  • Merchant signals are strong
  • Date is within expected range
  • Similar matches have been reliable before

#Suggested match

CashPanel thinks this is likely correct, but asks you to confirm.

Review and either:

  • Confirm: Receipt is attached and matching gets smarter for similar cases
  • Reject: CashPanel records this as negative feedback

When several invoices make up one payment, the suggestion shows the invoice count and combined total. Confirming or rejecting it applies to the full group.

#No match yet

No transaction currently meets the quality threshold. The receipt stays in "Pending."

You can:

  • Wait for the transaction to sync (it might not have cleared yet)
  • Manually match to any transaction
  • Leave it unmatched if it doesn't need matching

#How it improves over time

CashPanel continuously improves through your team's actions:

#Merchant pattern learning

When your team repeatedly confirms the same merchant pairings, CashPanel starts treating those as safer and faster to match.

#Team-specific calibration

The system adapts to your team's patterns:

  • If suggestions are frequently confirmed, matching can become more automatic
  • If suggestions are often rejected, matching becomes more conservative

#Dismissed match memory

When you reject a match, CashPanel remembers that pair and avoids repeating it.

#Post-match learning

Even after confirmation, unmatching later is treated as negative feedback so the system avoids repeating similar mistakes.

#Getting receipts into CashPanel

#Email forwarding

Every CashPanel account has a unique inbox email address:

  1. Go to Inbox → Settings
  2. Copy your inbox email address
  3. Forward receipts to this address

Pro tip: Set up automatic forwarding rules in your email client to send receipts automatically.

#Connected email

Connect Gmail or Outlook to automatically capture receipts:

  1. Go to Inbox → Settings
  2. Click Connect email
  3. Authorize your email account
  4. CashPanel scans for receipts and invoices automatically

The AI identifies receipt emails and ignores newsletters, marketing, and other non-receipt content.

Set up Gmail → Set up Outlook →

#Slack integration

Share receipts directly from Slack:

  1. Connect your Slack workspace in Inbox → Settings
  2. Share any file to the connected channel
  3. It appears in your CashPanel inbox automatically

Great for teams where receipts come through Slack.

Set up Slack →

#Manual upload

Drag and drop files directly:

  1. Go to Inbox
  2. Click Upload or drag files into the window
  3. PDFs and images are processed automatically

#Review matches

Items needing your review appear in the inbox:

  1. Go to Inbox
  2. Items with suggested matches show a confidence indicator
  3. Click to see the suggested transaction
  4. Review the match:
    • Confirm if it's correct
    • Select different to match to another transaction
    • Dismiss if it shouldn't match anything

#What you're confirming

When you confirm a match, you're saying:

  • "This receipt documents this transaction"
  • The receipt attaches to the transaction permanently
  • The AI learns from your confirmation

#Unmatched items

If a receipt doesn't match any transaction:

#Transaction hasn't cleared yet

Bank transactions can take 1-3 days to appear. The receipt will match once the transaction syncs.

#Transaction is in a different account

The purchase might be on an account you haven't connected. Check your connected accounts in Settings → Accounts.

#Manual matching

Match any receipt to any transaction:

  1. Open the unmatched receipt
  2. Click Match manually
  3. Search for the transaction
  4. Select and confirm

#Inbox settings

#Blocklist

Block senders whose emails you don't want in your inbox:

  1. Go to Inbox → Settings
  2. Add email addresses or domains to the blocklist
  3. Future emails from these senders are ignored

Useful for blocking:

  • Marketing emails that slip through
  • Newsletters
  • Automated notifications that aren't receipts

#Sync settings

Control how connected email accounts are scanned:

  • Frequency of scanning
  • How far back to look
  • Which folders to scan

#Tips for reliable matching

#Best practices

  • Forward receipts promptly: Same-day is best, while the transaction is fresh
  • Include the full receipt: Not cropped photos or partial screenshots
  • Keep bank connections healthy: Transactions need to be available for matching
  • Review suggestions regularly: Don't let the inbox pile up

#What makes a good receipt

The AI works best with receipts that clearly show:

  • Merchant name
  • Total amount
  • Date of purchase
  • (Optional) Line items

Poor quality images, partial receipts, or handwritten notes are harder to match.

#When matching fails

If matching consistently fails for certain merchants:

  1. Check if transactions are syncing from that account
  2. Manually confirm a few correct matches so CashPanel learns your pattern
  3. Ensure receipt images are clear and complete

#Privacy and security

  • Receipts are processed securely and stored encrypted
  • Only your team can access your inbox
  • Connected email access is read-only—CashPanel can't send emails
  • You can disconnect email accounts anytime

Learn about data security →