Sample made from invented data
Sample: receipt and invoice matching for Larkspur Design Studio (invented business and data)
A month of card and bank transactions matched to receipts and invoices, with every exception explained for your bookkeeper.
Everything in this sample is invented: the business, the people, the numbers and the contact details. It was produced by the same code a pilot uses, then checked by the quality checks listed at the end. In a pilot, a person reviews the output before it goes to you.
What went in (all invented)
- 19 bank and card transactions from 2 accounts (Card 4417, Checking 2290), 2026-09-01 to 2026-09-30
- 19 receipts and invoices, with vendor, date, total and invoice number as read from each document
- Tolerance: 3 days either way and $0.00 on the amount; 1 vendor alias for bank text
The sample output
Summary
2026-09-01 to 2026-09-30: 19 bank and card transactions and 19 documents (11 receipts, 8 invoices).
14 matched pairs. 9 exceptions for review: 1 amount differs, 1 possible duplicate charge, 1 possible duplicate document, 3 no document for this payment, 2 no payment found for this document, 1 different currency.
Each exception says what we found and ends with the decision the bookkeeper needs to make. This is a read-only review: nothing was categorised, recorded or paid.
Matched
| Transaction | Document | Vendor | Amount | Days apart |
|---|---|---|---|---|
| T-01 (2026-09-02): SQ *CORNER CAFE 4421 | D-07 receipt, 2026-09-02 | Corner Cafe | $18.75 | 0 |
| T-02 (2026-09-03): PIXELNEST*SUBSCRIPTION 88213 | D-19 invoice, 2026-09-03, PN-55120 | PixelNest Software | $59.99 | 0 |
| T-03 (2026-09-04): TST* BLUE HERON BISTRO | D-02 receipt, 2026-09-04 | Blue Heron Bistro | $64.30 | 0 |
| T-04 (2026-09-05): NORTHSIDE PRINT & COPY #12 | D-18 receipt, 2026-09-05 | Northside Print & Copy | $142.00 | 0 |
| T-05 (2026-09-08): PAYPAL *LINDENSTOCKPHO | D-14 invoice, 2026-09-08, LSP-3381 | Linden Stock Photo | $45.00 | 0 |
| T-06 (2026-09-09): AMZN MKTP US*2K4 | D-01 receipt, 2026-09-07 | Amazon | $86.47 | 2 |
| T-07 (2026-09-10): HARBORSIDE FUEL 0412 | D-12 receipt, 2026-09-10 | Harborside Fuel | $52.18 | 0 |
| T-08 (2026-09-11): SQ *MAPLE & MAIN DELI 0193 | D-15 receipt, 2026-09-11 | Maple & Main Deli | $27.85 | 0 |
| T-10 (2026-09-12): GREENLEAF OFFICE SUPPLY 118 | D-10 receipt, 2026-09-15 | Greenleaf Office Supply | $37.92 | 3 |
| T-11 (2026-09-15): ACH DEBIT BRIGHTWATER UTIL | D-04 invoice, 2026-09-15, BW-2207 | Brightwater Utilities | $128.40 | 0 |
| T-12 (2026-09-16): SQ *CORNER CAFE 4421 | D-08 receipt, 2026-09-16 | Corner Cafe | $22.40 | 0 |
| T-13 (2026-09-18): CASCADE COURIER 77120 | D-06 receipt, 2026-09-18 | Cascade Courier | $31.50 | 0 |
| T-16 (2026-09-22): ACH DEBIT FERNWOOD COWORK | D-09 invoice, 2026-09-20, FC-2026-09 | Fernwood Coworking | $450.00 | 2 |
| T-18 (2026-09-25): IN *MARGOT REYES DESIGN | D-16 invoice, 2026-09-25, MR-1042 | Margot Reyes Design | $1,200.00 | 0 |
Matched on the same amount to the cent, dates no more than 3 days apart, and vendor names that agree once processor prefixes (SQ *, TST*, PAYPAL *), store numbers and reference codes are removed from the bank text.
Exceptions for review
| Type | Item | What we found | What to check |
|---|---|---|---|
| Amount differs | T-17 (2026-09-24, $92.04) and D-03 receipt (2026-09-24, $78.00) | $92.04 paid to Blue Heron Bistro on 2026-09-24 (T-17); receipt D-03, dated 2026-09-24, shows $78.00. The payment is $14.04 (18%) more, which may be a tip or a fee. | Bookkeeper decision needed: whether the $14.04 difference is a tip, a fee or something else bought, and which document supports it. |
| Possible duplicate charge | T-09 (2026-09-11, $27.85) | Two charges of $27.85 from Maple & Main Deli, T-08 and T-09, both on 2026-09-11, but only one document (D-15), which is matched to T-08. | Bookkeeper decision needed: whether this is a second purchase with a missing receipt, or the same purchase charged twice. |
| Possible duplicate document | D-05 invoice (2026-09-15, $128.40) | Invoice number BW-2207 from Brightwater Utilities appears twice: D-04 (brightwater-sep.pdf) and D-05 (brightwater-sep-copy.pdf). Only D-04 was compared with payments. | Bookkeeper decision needed: whether D-05 is a second copy of the same invoice or a separate bill. |
| No document for this payment | T-14 (2026-09-18, $198.36) | $198.36 paid to Atelier Vogel Berlin on 2026-09-18 (Card 4417; bank text "ATELIER VOGEL BERLIN"): no receipt or invoice within 3 days matches it. Invoice D-13 from Atelier Vogel is in EUR and is listed under Different currency. | Bookkeeper decision needed: whether a receipt or invoice exists for this payment, or should be asked for. |
| No document for this payment | T-15 (2026-09-19, $64.10) | $64.10 paid to Greenleaf Office Supply on 2026-09-19 (Card 4417; bank text "GREENLEAF OFFICE SUPPLY 118"): no receipt or invoice within 3 days matches it. Receipt D-11 from Greenleaf Office Supply for the same amount is dated 2026-09-23, 4 days away, outside the 3-day window. | Bookkeeper decision needed: whether a receipt or invoice exists for this payment, or should be asked for. |
| No document for this payment | T-19 (2026-09-26, $65.00) | $65.00 paid to Riverbend Florist on 2026-09-26 (Card 4417; bank text "SQ *RIVERBEND FLORIST 2210"): no receipt or invoice within 3 days matches it. | Bookkeeper decision needed: whether a receipt or invoice exists for this payment, or should be asked for. |
| No payment found for this document | D-11 receipt (2026-09-23, $64.10) | Receipt D-11 from Greenleaf Office Supply, dated 2026-09-23, for $64.10: no payment in this export matches it within 3 days. T-15 for the same amount on 2026-09-19 is 4 days away, outside the window. | Bookkeeper decision needed: whether it was paid from another account, is not yet paid, or belongs to another month. |
| No payment found for this document | D-17 invoice (2026-09-28, $850.00) | Invoice D-17 from Margot Reyes Design (invoice number MR-1047), dated 2026-09-28, for $850.00: no payment in this export matches it within 3 days. | Bookkeeper decision needed: whether it was paid from another account, is not yet paid, or belongs to another month. |
| Different currency | D-13 invoice (2026-09-17, EUR 180.00) | Invoice D-13 from Atelier Vogel is in EUR, so it was not compared with the dollar amounts in the bank export. T-14 (2026-09-18, $198.36) from the same vendor is within 3 days of it. | Bookkeeper decision needed: which payment, if any, this document supports, given the conversion to dollars on the statement. |
Every row is for the bookkeeper to decide. Nothing in the books or the bank account has been changed.
What this review is not
A read-only comparison of the bank and card transactions with the receipts and invoices you sent, for 2026-09-01 to 2026-09-30. Nothing is categorised, recorded or changed in your books, and no payment is made, stopped or disputed.
It does not say how any expense should be handled in your accounts or for taxes; those calls stay with you and your bookkeeper.
Vendors, dates and totals are taken as read from each document; a misread document can cause a missed match.
Quality checks run on this sample
13 of 13 QA checks passed. Direct cost of producing it: $0.00 (no paid service was used).
- Passed: Every transaction is in exactly one bucket
- Passed: Every document is in exactly one bucket
- Passed: Every matched pair agrees on amount and date within tolerance, and on vendor
- Passed: No document in another currency is matched or paired
- Passed: No tax words, and no posting, categorising or payment language
- Passed: Every exception says what was found and ends with the bookkeeper's decision
- Passed: No claims of guarantees, certification, compliance, affiliation or unmeasured results
- Passed: Nothing says a message was sent (Amber drafts; a person sends)
- Passed: Every section of messages is labelled as drafts
- Passed: No empty section without a note saying why
- Passed: Every stage of the demo completed
- Passed: No tax advice (read-only review: it flags and explains)
- Passed: Nothing says Amber posted an entry, moved money, paid, refunded or decided
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