A matched bank charge is a floor, not a complete cost ledger
A bank connection can find a charge you forgot. It can also miss a charge, show a stale window or identify a merchant without knowing which account the payment belongs to. Reconciliation starts when the totals differ, not when they happen to match.
The short answer
Start here
Keep the manual Bank as the campaign record. Treat linked charges as a separate, recent evidence floor. Compare settled same-currency charges with receipts and account history, add or correct a manual entry only when the evidence supports it, and never subtract one basket from the other as if the remainder were proven missing spend.
What matters
- Identified linked spend is a lower bound, not lifetime cost.
- Pending charges, refunds, unmatched merchants and unsupported currencies need separate treatment.
- A linked charge must not enter the manual total twice.
01
Know what the bank lens can establish
A settled outflow with an identified prop-firm merchant can establish that the linked account saw that charge. It does not establish the exact evaluation, reset or funded seat that created it unless another record supplies the link.
A bounded transaction feed is not a lifetime statement. Unmatched merchant text, unsupported institutions, rows outside the available window and missing currency evidence can all stay out of the identified total.
02
Reconcile without merging
Put the two baskets side by side. The manual ledger contains account purchases and the resets, subscriptions or fees you recorded. The linked basket contains only supported, settled and identified bank outflows. Investigate a difference at the transaction level using the statement, receipt and firm account history.
Refunds and credits deserve their own evidence. Do not silently net them into gross identified spend, and do not create a negative manual charge unless the cash movement and its campaign relationship are clear.
03
The common mistake
Do not add linked spend to Manual Bank as a second cost total. The linked view is a cross-check, not an import. If a confirmed charge is missing manually, add it once. If it is already represented, leave the manual total alone.
Worked example
Assumptions, not a forecastA difference that needs evidence
- Manual Bank contains $378 of firm costs for the period.
- The linked lens identifies two settled charges totaling $248.
- The $130 difference has not yet been tied to a receipt, statement row or feed-limit explanation.
The defensible statements are $378 manually logged and at least $248 identified in the linked view. The $130 difference is a reconciliation item, not proof that either total is wrong.
A matching total would not prove completeness either. Two missing charges can offset a refund or an incorrect manual entry.
Tool tutorial
Run a clean charge reconciliation
- 01
Bring Manual Bank current with account purchases, resets, subscriptions and fees you can support.
- 02
Review the linked lens freshness, institution status, currency exclusions and identified firm totals.
- 03
For each difference, use the source statement, receipt and firm account history to determine whether a manual row is missing, duplicated or already represented.
- 04
Make one supported correction in Manual Bank and keep the linked total separate.
Use bank data as a cross-check, not a replacement
The Pro bank-assisted lens can surface identified charges from supported U.S. institutions while keeping them outside Manual Bank totals.
Pro feature. Institution support, access and sync state are shown at the destination. Manual Bank remains the operating record.
Evidence boundary
What NANO can and cannot know
NANO cannot guarantee full transaction history, identify every merchant, assign every charge to an account, net refunds into a verified campaign result or convert currencies. A failed or stale read must not be interpreted as zero spend.
Common questions
- Why can linked spend be lower than Manual Bank?
- The feed may cover a shorter window, omit another institution, exclude pending or unsupported-currency rows, or fail to identify a merchant. The difference is a review queue, not an automatic missing-cost amount.
- Should a refund reduce identified linked spend?
- Not automatically. The linked lens preserves gross identified outflows and keeps refunds out. Reconcile the credit separately, then update the manual campaign record only when its relationship to the original charge is supported.