To support different workflows and give you full control over how much work Briox handles automatically, banking automation is divided into two separate layers:
- Matching — whether Briox finds the correct invoice, journal, draft, or template for a bank transaction.
- Processing — what happens after a match is found: should Briox automatically post and reconcile the transaction, or leave it for manual review?
Each layer can be enabled or disabled independently, allowing you to choose the level of automation that fits your workflow.
Read more about automatic matching of payments to journals and drafts, as well as matching transactions to templates.
Under Banking → Process transactions Briox shows the matches it has found and colour-codes each one:
🟢 Green : Complete match — amount and reference are an exact match. Safe to process.
🟡 Yellow : Match with a discrepancy within your tolerance — review before processing.
Contents
- Activate automatic matching
- Activate automatic matching in the absence of a reference number
- Parameters for automatic matching
- Auto-matching for invoices with recurring references
- Parameters for matching in the absence of a reference number
- Name match list
- User rights
- Flow chart
Activate Automatic matching
Automatic matching is activated under Settings - Accounting - Automation for Banking. The settings here affect bank statement imports and the transactions shown under Process transactions.
Activate matching payments based on reference numbers
Automatically suggest matches for invoices on reference numbers turns on the matching of customer and supplier invoices and payments imported with the account statement, with the help of reference numbers.
This setting is turned on as default in new accounts
If you are working with incoming reference payments, these are always automatically matched at import.
To further automate your workflow you can allow Briox to:
- Manage deviations created by reminder fees automatically.
- Create rules allowing Briox to automatically take care of deviations when matching invoices and bank transactions.
Activate matching payments in the absence of a reference number
Bank transactions that arrive without a reference number are normally left for manual handling. If you'd like Briox to try matching them too, switch this on. It works alongside
reference-number matching, not in place of it.
Parameters for automatic matching of payments with reference numbers:
Payments with a reference number are matched when: For supplier payments: The reference number and the IBAN are an exact match
- 🟢 Green if the amount also matches exactly (full payment)
- 🟡 Yellow if there is a discrepancy in the amount (partial payment)
For customer payments: The reference number is an exact match
- 🟢 Green if the amount also matches exactly (full payment)
- 🟡 Yellow if there is a discrepancy in the amount (partial payment)
If several invoices share the same reference number, Briox first looks at the amount (must be exact) and then at the date so invoices are matched in the right order. These matches are marked yellow.
Auto-matching for invoices with recurring references
For customer and supplier invoices with recurring reference numbers the matching priority is:
exact amount → closest amount → oldest invoice.
Parameters for matching in the absence of a reference number
If you also want payments without reference numbers to be matched, select which parameters the matches are to be made on.
The matching parameters are:
- Invoice number, and/or
- Customer / Supplier name
- Date (maximum number of days discrepancy, max 90)
- Amount (maximum amount discrepancy, in base currency — useful for things like reminder fees)
See below.
Background checks that always apply when matching without a reference number:
- Sign of the amount. Transactions must be positive to match a customer invoice; negative to match a supplier invoice.
- IBAN. Briox checks the IBAN against the supplier register, the same as for reference-number matching.
XX A name match without reference number is matched only if:
- All three conditions are matched without discrepancies -> Green =100% on all parameters
- If there is a discrepancy within the frame given in the settings , this is on one, two or all three parameters: Yellow
- If any one of the three conditions fail -> No match.
Customer / Supplier name
The customer name is a match:
- Regardless of Capital letters,
- Regardless of the company short forms in Finland: Ab, Oy, Ay, Oyj, Ky, osk and Tmi (or T:mi)
for example:
In Briox we have -> On the payment we have
The book store Oy -> THE BOOK STORE
The book store Oy ->The book store
The book store Oy ->The Book Store
The book store Oy ->The book Store Oy
The book store Oy ->The book store AB
The book store Oy ->AB the book store Oy
The customer name is NO match if for example:
- TheBookstore -> no match (word typed together)
- Book Store Oy -> No match (missing “the”) as a word in the name is missing.
- The Bok store -> Misspelled is no match
Date / days discrepancy
In the date field, enter the maximum number of days discrepancy between the payments date on the Briox invoice and that from the bank. A maximum of 90 days is allowed.
Amount - + / -
Enter a certain sum which is the maximum discrepancy allowed between the sum of the invoice and that of the payment - in base value (EUR/GBP). For example this can be the same sum as the reminder fee charged by the company or any kind of a usual discrepancy that occurs.
Creating the Match list:
When discrepant customer names are matched manually, the user gets a question if they wants to save the match? If you answer yes, the program remembers the match and matches them automatically next time.
When a match has been created it is automatically placed in the Customer / Supplier name match rules list under the section for Automatic matches in the main view under Banking- Import Bank Statements. See above
From this table the user can:
- Get an overview of all the matches in use
- See who created the matches
- Delete the match
User Rights
The possibility to turn on automatic matching, as well as activate and enter manual settings for transaction matching, are both governed by the following user rights which must be checked under Accounting Access Rights:
Under Banking -> Work with banking
Under Supplier invoices -> Register and Post Payments
Flow Chart
Matches can also be created based on your banking templates.