How does auto-receipt matching work with Baselane Smart?

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Auto-receipt matching keeps your books organized by automatically linking receipts to transactions across Baselane Banking and external accounts, providing tax-ready records and clear visibility into team purchases. This feature is only available with the Smart subscription.

In this article, we will cover:

How to use auto-receipt matching on Desktop

  1. Select the Transactions tab.
  2. Click Upload receipts to get started.

  3. Upload your receipts by either:

    • Dragging and dropping files
    • Selecting Upload and choosing files manually (up to 15 at a time)
    • Accepted formats include JPEG, PNG, HEIC, and PDF, with a 10 MB file size limit per file.
  4. Once uploaded, Baselane will automatically attempt to match each receipt to an existing transaction based on the receipt details and your transaction history.

Receipt statuses explained

Matched: Receipts that are successfully matched will appear in the Recently matched tab. Receipts that are auto-matched will remain under this section for 45 days for your review, but will always remain attached to the transaction they were assigned to.

When you select Review, it will open the receipt details drawer, where you can:

  • View the receipt
    • Image files (JPEG, PNG, HEIC) display a preview directly in the drawer.
    • PDFs do not have a preview but can be downloaded.
  • Review auto-match details
    • See the auto-match status, the amount, and the linked transaction information.
  • Unattach a receipt
    • Select the three dots next to the amount, then choose Unattach receipt. The receipt will move to No match.
  • Split a receipt
    • From the Recently matched tab, select Details on the auto-matched receipt. In the receipt details drawer, choose View details and then select Split. This allows you to split the transaction the receipt is auto-matched to and apply the same receipt across multiple transactions.
  • Assign a receipt to multiple transactions
    • From the receipt details drawer, select Attach to another transaction, search by description name, and attach it to more than one transaction.

Failed to Extract Data: Receipts with no detectable information (e.g., blank, unreadable, or incomplete files) will appear in the Not matched tab with the status Failed to extract data. These receipts cannot be auto-assigned to a transaction.

When you select Review, it will open the receipt details drawer, where you can:

  • Manually edit the amount and date to try to rematch the receipt.
  • Select the pencil icon.
  • Delete the receipt.
  • Find transaction
    • Search for a transaction by vendor or transaction description and attach the receipt. 
    • If the transaction is found, you can select Attach receipt, and it will move to Recently Matched.
    • Note: search by date or bank account is not supported at this time.
  • Add a new transaction using the receipt details.
    • Once a new transaction is created, it will move to Recently matched.

Potential matches found: If multiple transactions are auto-matched to the uploaded receipt (for example, two Home Depot purchases for $50 on similar dates), the receipt will appear with the status "Potential matches found".

When you select Review, it will open the receipt details drawer, where you can:

  • Choose the correct transaction.
  • Assign the receipt to multiple transactions if applicable.
  • Manually edit the amount and date to try to rematch the receipt.
    • Select the pencil icon.
  • Delete the receipt.
  • Find transaction
    • Search for a transaction by vendor or transaction description and attach the receipt. 
    • If the transaction is found, you can select Attach receipt, and it will move to Recently Matched.
    • Note: search by date or bank account is not supported at this time.
  • Add a new transaction using the receipt details.
    • Once a new transaction is created, it will move to Recently matched.

No match: If we are unable to locate transactions that match the receipt uploaded automatically, it will appear under the Not matched tab and be listed as No match. We will continue to try to match receipts each day, but unmatched receipts will be stored in Baselane for only 45 days.

When you select Review, it will open the receipt details drawer, where you can:

  •  Find Transaction
    • Search for a transaction by vendor or transaction description and attach the receipt. 
    • If the transaction is found, you can select Attach receipt, and it will move to Recently Matched.
    • Note: search by date or bank account is not supported at this time.
  • Manually edit the amount and date to try to rematch the receipt.
    • Select the pencil icon.
  • Delete the receipt.
  • Add a new transaction using the receipt details.
    • Once a new transaction is created, it will move to Recently matched.

How to use auto-receipt matching on the mobile app

  1. Tap the Bookkeeping icon (the $ sign).
  2. Tap the + icon in the top right corner.
  3. Select Upload receipt.
  4. Choose how you would like to upload your receipt:
    • Take a photo
    • Browse photos (up to 15 at a time)
    • Browse files
  5. Once uploaded, your receipts will be organized into two sections:
    • Not Matched
    • Recently Matched
  6. Review the status of your receipts. Receipts can appear as:
    • Potential matches found: Select the correct transaction, attach to another transaction, or delete the receipt
    • No match: Find a transaction, add a new transaction, or delete the receipt
    • Successfully matched: The receipt moves to Recently Matched. You can unattach the receipt or add another transaction
    • Failed to extract data: A red banner will appear at the top showing failed receipts. Tap into the banner to retry:
      • If a receipt fails to extract data, you can:
        • Delete the receipt
        • Find a transaction
        • Add a new transaction
  7. When selecting Find a transaction, you can:
    • Search transaction descriptions
    • Scroll through transactions
    • Select multiple transactions
  8. Once attached, the receipt will move to Recently Matched.

Frequently asked questions

Who can use auto-receipt matching?
Auto-receipt matching is available as part of Baselane Smart. 

Can I upload multiple receipts at once?
Yes. You can upload up to 15 receipts at a time, with each file up to 10MB. If you attempt to upload more than 15 receipts, the system will only upload the first 15 files.

What file types are supported?
Receipts can be uploaded in JPEG, PNG, HEIC, or PDF format. Each file must be 10MB or smaller.

Does auto-receipt matching work with external bank accounts?
Yes. Auto-receipt matching works with both Baselane Banking and externally connected accounts.

Can I bulk delete receipts?
No. Receipts must be deleted individually.

Are there limits on storage for receipts?
You can upload and store unlimited receipts. However:

  • Unmatched receipts are stored for up to 45 days and then deleted.
  • Recently matched receipts will be visible in the Recently Matched tab for 45 days, but will always remain attached to the transaction they were assigned to.

Can a receipt automatically split a transaction?
Not at this time. We welcome feedback from our community. Please share suggestions or upvote ideas on our feature request board.

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