Bank Reconciliations: Steps, Examples, Best Practices

Step 4: Adjust Balances

Once you’ve identified the discrepancies, make any necessary adjustments. This step ensures your records accurately reflect your financial status.

• Adjust GL Bank Account Balance: Adjust the bank account balance for outstanding transactions identified in the previous step. Calculate how the balance will change once these transactions are processed. For example, if there are $5,000 in outstanding checks, subtract this amount from the bank balance. If there are $2,000 in deposits in transit, add it to the bank balance.
• Adjust Book Balance: Add or subtract bank transactions that haven’t been recorded in your books but appear on your bank statement. For instance, if there is a $50 bank fee, subtract it from your book balance.

Step 5: Record the Reconciliation 

Finally, document the entire reconciliation process, at a minimum capturing who prepared and reviewed the reconciliation and when. This statement should itemize every discrepancy, showing the date, amount, and reason for each adjustment. Proper documentation ensures that you maintain a clear record for future reference and auditing purposes.

Comprehensive documentation serves multiple purposes, including creating an audit trail, maintaining and proving regulatory compliance, and offering fraud investigation support. Your reconciliation documentation is the evidence that your controls actually function as designed.

Required documentation elements include:

• Date of reconciliation and period covered
• Preparer name and signature
• Reviewer name and signature (separation of duties)
• Beginning and ending balances (bank and book)
• Complete list of reconciling items with descriptions
• Supporting evidence for all adjustments (bank statements, deposit slips, voided check copies)
• Explanation of unusual or material items
• Resolution status of outstanding items from prior periods

Document Retention Compliance

How long should you retain bank reconciliation records? The answer depends on your regulatory requirements:

• GAAP: Minimum seven years for publicly traded companies
• State requirements: Often five to seven years for trust accounts, but this varies by state
• IRS: Seven years for tax-related documentation
• PCAOB AS 1215: Specific retention and documentation standards for audit work papers (effective December 15, 2026)

As a result, modern best practice favors digital documentation with:

• Automated audit trails showing who accessed or modified records
• Cloud storage with redundant backups
• Version control for amended reconciliations
• Integration with general ledger systems for seamless journal entry posting

Digital documentation makes audit preparation faster and reduces the risk of lost or misfiled paper records.

Numeric eliminates the busywork from documentation by automatically recording when a reconciliation has been reviewed and completed, along with any associated comments.

Common Challenges with Bank Reconciliation

Even experienced accounting teams face recurring obstacles during bank reconciliation. Understanding these challenges and implementing prevention strategies can transform reconciliation from a monthly headache into a controlled, efficient process.

Data Entry Errors

Data entry mistakes are among the most common reconciliation challenges. A single transposed digit or duplicate entry can throw off your entire reconciliation and consume hours of investigation time.

Examples: Transposed numbers ($1,234 entered as $1,243), duplicate entries, missing transactions, incorrect amounts

Prevention Strategies:

• Implement validation rules in accounting software
• Use automated bank feeds instead of manual entry
• Require dual entry for transactions above materiality threshold
• Enable real-time data validation alerts

Misclassification Errors

Even when transaction amounts are correct, posting to the wrong account creates reconciliation problems and distorts financial reporting across your chart of accounts.

Examples: Posting to wrong accounts, incorrect expense categories, misallocated customer payments

Prevention Strategies:

• Standardize chart of accounts with clear descriptions
• Provide regular training on classification rules
• Implement approval workflows for unusual transactions
• Use automated matching rules for recurring transactions

Timing Differences

Not all reconciliation differences indicate errors, and legitimate timing differences that require tracking rather than correction.

Examples: Outstanding checks, deposits in transit, in-process transactions

Prevention Strategies:

• Maintain detailed outstanding check registers with aging analysis
• Investigate checks outstanding >90 days (may require stop payment and reissuance)
• Track deposits in transit separately; investigate if not cleared within 3 business days
• Reconcile more frequently to minimize timing difference accumulation

Documentation Deficiencies

Missing or inadequate documentation makes reconciliation investigation difficult and creates audit findings. Without proper supporting evidence, you can't explain or verify adjustments.

Examples: Missing receipts, unclear transaction descriptions, inadequate supporting evidence

Prevention Strategies:

• Implement mandatory documentation policies (no posting without support)
• Use digital receipt capture tools (mobile apps, email forwarding)
• Require detailed descriptions at point of entry
• Create standardized naming conventions for recurring transactions

Software and System Issues

Technology should streamline reconciliation, but system failures, integration problems, and data synchronization errors can create new challenges when not properly managed.

Examples: Bank feed import failures, synchronization errors between systems, software version incompatibilities, corrupted data files

Prevention Strategies:

• Perform regular system testing and updates
• Maintain backup procedures for manual import if feeds fail
• Document integration points and troubleshooting procedures
• Implement data validation checks after imports

Review Process Failures

Even perfect reconciliation preparation fails if review procedures are inadequate. Rubber-stamp approvals, lack of segregation of duties, and insufficient investigation of discrepancies undermine control effectiveness.

Examples: Lack of oversight, no separation of duties, inadequate investigation of discrepancies, rubber-stamp approvals

Prevention Strategies:

• Establish formal review procedures with documented sign-off
• Rotate reconciliation responsibilities periodically
• Define materiality thresholds requiring escalation
• Implement surprise audits of reconciliation quality

Best Practices for Bank Reconciliation

Strong bank reconciliation processes share common characteristics: consistency, control, and attention to detail. These practices help accounting teams maintain accuracy while improving efficiency.

Building a resilient reconciliation process requires more than just following steps—it demands intentional design of workflows, controls, and quality standards that scale with your organization.

Performing Reconciliations on a Set Schedule

Consistency is key, and regular reconciliations prevent discrepancies from accumulating. 

Aim to reconcile your bank statement at least once a month. Some businesses, particularly those with high-volume financial transactions, may benefit from weekly or even daily ongoing reconciliations to ensure any errors or fraudulent activities are caught early.

Leveraging Technology for Automation

Automation can significantly streamline bank reconciliation by cutting down on time-consuming manual tasks and minimizing errors. 

For teams looking to move away from a manual reconciliation process and towards finance process automation, close automation accounting software is key.

Since Numeric can automatically pull a company’s trial balance and totals from bank statements, teams automate much of the reconciliation process and can auto-submit recons that are below the materiality threshold.

Detailed Documentation

It’s imperative to maintain detailed sets of records of the current reconciliation process and any adjustments made. Proper documentation is vital for transparency and accountability.

Each step of the reconciliation process should be clearly recorded, including any discrepancies found and the actions taken to resolve them. This practice not only aids in internal reviews but also provides an audit trail.

Implement Segregation of Duties

Never allow the same person to prepare and approve their own reconciliations. Segregation of duties is a fundamental internal control that prevents fraud and catches errors through independent review. 

The person reconciling the account should be different from those who process transactions or have check-signing authority. This separation creates natural checkpoints that strengthen your overall control environment.

Establish Materiality Thresholds and Investigation Protocols

Not all reconciliation differences warrant the same level of scrutiny. Define clear materiality thresholds that determine when differences require investigation versus when they can be written off or carried forward. 

For example, differences under $100 might be investigated only if they appear repeatedly, while variances over $10,000 demand immediate explanation and resolution. 

Document these protocols so your team applies consistent judgment across all reconciliations.

Document and Review Reconciliation Quality

Beyond documenting the reconciliation itself, track metrics that indicate process health: average time to complete, number of reconciling items, aging of outstanding items, and frequency of errors discovered. 

Periodic quality reviews—whether by internal audit, Controllers, or external firms—identify process weaknesses before they become audit findings. Use these insights to continuously refine your approach.

Prepare for Audits Proactively

Don't wait until audit season to organize your reconciliation documentation. Design your process with audit requirements in mind from the start:

• Maintain organized digital files with clear naming conventions.
• Ensure all reconciliations include proper sign-offs and supporting documentation.
• Track resolution of outstanding items from period to period. 

When auditors request bank reconciliations, you should be able to provide complete, well-documented evidence within minutes, not days.

Advanced Reconciliation Scenarios

As organizations scale, reconciliations can become more complex. What works for a single-entity company with one bank account breaks down when you're managing multiple subsidiaries, currencies, or thousands of daily transactions. Here's how to approach increasingly sophisticated reconciliation scenarios.

High-Volume Transaction Environments

Companies processing hundreds or thousands of transactions daily face unique challenges. Manual reconciliation becomes impractical, and even small error rates create significant investigation burdens.

Follow these steps: 

• Implement automated matching rules that handle routine transactions (payroll, recurring vendor payments, subscription revenue) without manual intervention. 
• Focus human review on exceptions and transactions that fall outside normal patterns. 
• Consider real-time reconciliation tools that flag discrepancies as they occur rather than discovering them weeks later. 
• Set statistical thresholds. For example, auto-match transactions under $500 that match on amount and date, but flag larger items for manual review.

Multi-Currency Reconciliation

Organizations operating globally must reconcile accounts denominated in multiple currencies, introducing foreign exchange gains and losses that complicate the matching process.

Here’s what to keep in mind:

• Reconcile foreign currency accounts in both the original currency and your reporting currency. 
• Track exchange rate variances separately from operational differences, as commingling these creates confusion and makes root cause analysis difficult. 
• Use your ERP's functional currency conversion features rather than manual calculations to ensure consistency. 
• Consider reconciling foreign accounts more frequently since exchange rate volatility can make month-old outstanding items difficult to validate.

Subsidiary and Intercompany Reconciliation

Multi-entity organizations must reconcile not just bank accounts but also intercompany transactions to ensure subsidiary books tie to consolidated financials.

Here’s what to do: 

• Establish strict intercompany policies requiring both sides of each transaction to record entries using matching reference numbers and amounts. 
• Reconcile intercompany accounts monthly at minimum, since letting these drift creates consolidation nightmares at quarter and year-end. 
• Implement automated intercompany matching tools that flag one-sided entries or amount mismatches in real-time. 
• Designate clear ownership for resolving intercompany discrepancies rather than allowing them to languish unresolved.

Real-Time and Continuous Reconciliation

Leading organizations are moving beyond periodic reconciliation toward continuous monitoring that identifies and resolves discrepancies daily or even in real-time.

Continuous reconciliation requires robust system integration, as your accounting platform must sync with bank feeds automatically and frequently. Here’s how to get started: 

• Start with high-volume, high-risk accounts before expanding to all bank accounts. 
• Define exception workflows that route unmatched transactions to appropriate team members for resolution. 
• Monitor aging of outstanding items daily and escalate those that remain unresolved beyond defined timeframes. 

Real-time reconciliation shifts the focus from period-end scrambling to ongoing maintenance, dramatically reducing month-end close time.

How Numeric Helps Accounting Teams with Bank Reconciliation

Numeric's Cash Management and Cash Matching products automate 90%+ of bank reconciliations through AI-powered transaction matching and real-time NetSuite integration.

Key capabilities include:

• Flexible rules engine: Handles all match types (1-to-1, 1-to-many, many-to-many) without complex Excel formulas
• Real-time GL sync: Pulls live transaction data from NetSuite for continuous reconciliation
• Direct posting to NetSuite: Draft and batch-post hundreds of journal entries in a single click
• Centralized exception handling: Surface unmatched transactions and resolve issues in one workspace
• Audit-ready documentation: Built-in logging, approval workflows, and support linking for compliance

Numeric enables teams to move from month-end fire drills to continuous, controlled reconciliation. Real-time visibility and proactive monitoring catch issues early, reducing stress and improving accuracy.

Numeric is purpose-built for NetSuite users, with deep integration and native support for multi-entity, multi-currency, and complex organizational structures. Schedule a demo to see how Numeric can transform your bank reconciliation process.

Frequently Asked Questions (FAQ)

The Bottom Line on Bank Reconciliation

Ultimately, bank reconciliation is a relatively straightforward accounting process that is essential for understanding a company’s cash position. Companies that stay on top of bank reconciliation not only keep their accounts in check but can also strengthen their overall financial strategy.