ZepDesk accounting software
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How a payment finds its document.

Account transactions come in through the bank connection, directly from the account for Qonto, or as a file in MT940, CAMT or CSV format. If a transaction matches exactly one open invoice or receipt to the cent, ZepDesk links it at once and posts it. If the match is ambiguous, ZepDesk proposes, and you decide.

The moment that matters: transaction meets document.

A bank transaction without a document is an open question that creates work at month-end. In the example the amount matches to the cent, and the reference contains the invoice number. That is enough for ZepDesk to link without asking.

Bank transaction
Ingenieurbüro Weber
+3.427,20 €
18.03.2026 · Reference: MC-2026-003 Process consulting
Matched
Outgoing invoice
MC-2026-003
3.427,20 €
Due 17.03.2026 · Payment term 14 days · open
Number in reference

Demo values from the sample account. Matching uses the amount, the date and the number in the reference.

The path of a payment, from the account to the open item

The same payment as above, step by step. What ZepDesk checks at each step is fixed in the core; nothing is guessed.

  1. Fetching runs regularly or when you click; you upload a file in MT940, CAMT or CSV format. Ingenieurbüro Weber pays on 18.03.2026.

  2. ZepDesk looks for open invoices and receipts with exactly this amount, 45 days before and after the payment date. Only MC-2026-003 fits here, and its number is in the reference.

  3. One candidate within 7 days, or exactly one with its number in the reference: ZepDesk links at once. Two equally good matches or a different amount: ZepDesk shows the candidates, and you choose.

    clear match: linked

  4. When linking, ZepDesk posts the incoming payment, bank to receivable. In the SKR03 chart these are accounts 1210 and 1400.

  5. If the payment covers the invoice, it is set to “Paid” with the payment date, and the open item is settled.

The same runs the other way round: if the receipt arrives after the payment, ZepDesk checks at upload whether an open bank line fits it. How the receipt gets into the system is shown under receipt capture.

More than one document for one payment

Batch transfer: one bank line, split across several invoices or receipts; each line is posted against its own target.
Partial payment: the rest stays open, and until the next payment it sits on a clearing account so that the bank balance matches the statement.
Payout from a payment service: Stripe, PayPal, SumUp or Mollie pay out in bulk; ZepDesk splits the payout into the paid invoices and the fee once you accept it.
Recurring amounts: if the same amount comes every month, ZepDesk matches them in sequence, but only if exactly one order fits.

Cash is not handled through the bank but in the Cash Book plugin; what it brings into the books is shown under plugins.

Bank reconciliation in ZepDesk: an incoming payment with the suggested match to the right invoice

Questions about the bank connection

All questions and answers
Does ZepDesk need access to my online banking?

Only if you choose a bank connection: with finAPI you grant the authorization under PSD2 at your bank, not with us, with Qonto you enter an API key from your Qonto account. Alternatively, you import the statement as a file, and the account stays untouched.

Which banks are supported?

Via finAPI (PSD2) you connect most German banks and savings banks (Sparkassen) directly, and all others via file import (MT940, CSV or CAMT), which most banks offer.

Can I keep multiple accounts?

Yes, several accounts per company, as current account, overnight savings or credit card. PayPal is added through the integration, see integrations.

What ZepDesk does not take on

No transfers from ZepDesk. The bank connection only reads; you authorise payments at your bank.
No matching on suspicion. With two equally good matches, ZepDesk does not link, even if one is closer to the payment date.
No discount without asking. If the amount differs, for example by an early-payment discount or a fee, you get a proposal with the reason, not an automatic posting.

Connect your account and reconcile.

Connect your account or upload a statement, review the proposals. No setup fee and no minimum term.

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