How matching works

When FreeReconcile finds a PDF receipt or invoice in your email, it extracts key information and looks for a matching bank transaction in FreeAgent.

What we extract from PDFs

• Merchant/vendor name
• Invoice date
• Total amount (including currency)
• VAT amount (if present)
• Line items and descriptions

We use AI (OpenAI's GPT-4o vision model) to read the PDF and pull out structured data. This works with most invoice and receipt formats.

How we find the match

FreeReconcile scores each receipt against your unexplained bank transactions. We look at:

• Merchant name - does the vendor name on the receipt match the transaction description?
• Amount - does the receipt total match the transaction amount?
• Date - is the transaction date close to the invoice date?

A receipt needs to score above a minimum threshold to be considered a match. If we're not confident, we won't suggest a match at all.

Multiple potential matches

Sometimes a receipt could match more than one transaction (e.g. monthly subscriptions with the same amount). In that case, FreeReconcile shows you the options and lets you pick the right one.