Rules Engine — Check Matching in Transactions

Rules Engine — Check Matching in Transactions

Notes
Overview
When check images are available for a client’s account, LedgerSync automatically links each check image to its matching bank transaction. The matched check’s payee name and memo are displayed alongside the transaction in the Rules Engine, giving you richer context when categorizing check-based transactions and allowing you to use the payee name to update the transaction description.

How Check Matching Works

When LedgerSync retrieves check images via a Premium Bank Connection, it runs a matching service that links each check image to its corresponding bank transaction by comparing:
  • Bank account
  • Transaction date
  • Transaction amount (whole-dollar match is sufficient — exact cents not required)
When a match is found, the check image, OCR-extracted payee name, and memo are attached to the transaction record and displayed in the Rules Engine.

What You See in the Rules Engine

For transactions where a matching check image was found, the Rules Engine displays:
  • Check image thumbnail — click to view the full check
  • Payee name — extracted via AI/OCR from the check’s payee field
  • Memo — the memo line from the check (if legible)
  • A Use Payee Name option — applies the payee name as the transaction description, replacing the generic bank text (e.g., replaces "CHECK 1042" with "Smith Landscaping")

Editing an Incorrect Payee Match

OCR accuracy depends on handwriting quality and scan clarity. If the extracted payee name is wrong:
  1. Click on the transaction in the Rules Engine
  2. Find the check match section
  3. Click Edit next to the payee name
  4. Type the correct payee name and save
  5. LedgerSync updates the OCR data and re-runs matching for other checks by this payee

Using Check Matching with Global Rules

Once the payee name is confirmed (either AI-extracted or manually corrected), you can create a Global Rule using that payee name as the rule condition. For example, if the payee name on a check is "Smith Landscaping," you can create a rule: description contains "Smith Landscaping" → category: Landscaping & Grounds.

Going forward, LedgerSync will automatically apply that rule whenever it sees a transaction with a matched check image whose payee contains "Smith Landscaping" — eliminating manual categorization for recurring check payees.

Requirements

  • The bank must be connected via a Premium Bank Connection that supports check image fetching
  • Check images must be available in LedgerSync (visible in the Checks tab)
  • The check must clear the bank before images are available (typically by midnight)
  • Pending checks do not show check images

Need Help?

Contact LedgerSync Support at support@ledgersync.com

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