There are three ways to reconcile payments for your Invoices and Payment Links: automatic, semi-automatic, and manual reconciliation.
Auto-reconciliation
Our system will auto-match and mark your invoice or payment link as paid when these two conditions are met:
The payee placed the invoice or payment link reference number (e.g. PL-0007) on the transfer reference field; AND
The payee transferred the exact amount shown on the invoice or payment link.
Note: We have also highlighted this on the invoice or payment Link portal to remind your customers to place the reference number on their transfer:
Semi-automatic Reconciliation (Likely Match)
When transactions don't meet auto-reconciliation requirements but are likely payments for your invoices, our system identifies them as potential matches. Transactions are flagged as likely matches for invoices when:
The transaction amount is within ±5% of the invoice amount (e.g., for a $100 invoice, transactions between $95 and $105 would be flagged as likely matches)
The transaction date is on or after the invoice date
How to match likely transactions to invoices or payment links
Admin and Finance users can follow the steps below:
On your Aspire dashboard, click "Invoices" or "Payment Links" in the left navigation bar (web app) or click "Menu" and choose "Invoices" or "Payment Links" (mobile app).
You can click the notification banner to see which invoices or payment links have potential matches, or directly select any of them from the dashboard list to review and match specific transactions.
Click on the "Payments" tab
Review the suggested transactions, then click "Match" on the transaction that matches the invoice or payment link.
Can I manually match an invoice or payment link with a transaction?
Currently, you cannot match a payment link with a transaction if it wasn’t identified as a likely payment. In this case, we suggest that you manually mark the payment link as paid and add the transaction information as a note.
Manual Reconciliation
Admin and Finance users can manually mark invoices and payment links as paid when automatic or semi-automatic matching isn't possible, or when customers pay through alternative methods outside of your Aspire account.
How to manually mark invoices or payment links as paid
On your Aspire dashboard, click "Invoices" or "Payment Links" in the left navigation bar (web app) or click "Menu" and choose "Invoices" or "Payment Links" (mobile app)
Click on the payment you wish to mark as paid
Select the "Payments" tab, then click "Mark as paid manually"
Enter the transaction date and internal notes, then click "Confirm"
Questions? Chat with us by clicking on the messenger icon at the bottom right of the screen once you are logged in.