How to Create Expense via Bank Reconciliation?

Bank Reconciliation in Refrens lets you record missing expenses directly from unmatched debit transactions — without leaving the reconciliation flow.
This ensures your ledger stays in sync with your bank statement and the expense is automatically created and marked as paid.

Before You Begin:

Before you can create an expense through reconciliation, make sure you have:

Uploaded your bank statement under Bank and Payments section → Bank Reconciliation
Added the transactions from the statement
Clicked Start Reconciliation to begin matching entries
For above can Refer Article: How to Upload a Bank Statement for Reconciliation?

Once reconciliation starts, Refrens shows all unmatched transactions in the Missing in Ledger Dashboard.

Look for transactions that are:

These are payments that went out of your bank account but haven't been recorded as expenses yet.

Against the relevant debit transaction, click the Create Expense button.

This opens the Record Expense modal with some fields pre-filled from the bank transaction.

In the modal, the following fields are pre-filled automatically:

Field	Source
Date	Taken from the bank transaction date
Amount	Taken from the transaction amount
Currency	Taken from the bank account currency

Complete the remaining fields:

Vendor — Select the vendor this expense was paid to
Expense No. — Enter your internal expense reference number
Invoice No. (optional) — Link to a vendor invoice if applicable
Tax & Rate — Add GST or any applicable tax and its rate and if not, then NONE.
Expense Ledger (optional) — Select the ledger account this expense should be categorised under (e.g., Office Supplies, Travel, Rent) or system will select the default expense ledger.
Notes (optional) — Add any internal notes for reference
Attachments (optional) — Upload bills, receipts, or supporting documents

Once all required fields are filled, click Record Expense.

Refrens will:

Create the expense with payment already marked — no separate payment entry needed
Update the reconciliation — the bank transaction is automatically marked as Matched

The expense appears in your Expenses list with a** Paid **status
The transaction moves from Missing in Ledger to the Matched section in Bank Reconciliation
Your ledger and bank statement are now in sync for this entry

You can attach documents (bills, receipts) before saving in the attachment section for future reference.
The expense ledger selection determines how the amount is categorised in your Profit & Loss report — choose carefully

Updated on: 07/04/2026

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