If you track expenses by scanning receipts AND import transactions from your bank, you end up with duplicates. You entered $79.25 at The Fish & Co. from your receipt, but your bank imported $99.25 from "THEFISHANDCOMPANY" two days later. Same meal, same card — different name, different amount (tip), different date (batch delay).

ArrivHQ now catches these automatically.

How matching works

Every time your bank transactions sync, ArrivHQ runs a three-step process to find duplicates.

Step 1: Exact matches. If the vendor name, amount, and date match perfectly, the transaction is flagged immediately. This catches cases where you manually entered the same transaction that the bank also imported.

Step 2: Strong matches. If the vendor name is very similar and the amount and date are close, the system flags it as a likely match. This handles minor rounding differences and next-day batch posting.

Step 3: AI fuzzy matching. For the tricky cases — different merchant names, tip amounts, multi-day batch delays — ArrivHQ uses AI to evaluate whether two transactions are the same. The AI understands restaurant tip patterns (15-25%), credit card batch delays (1-5 days), and merchant name abbreviations.

What you see in the review queue

Matched transactions show up with a side-by-side comparison:

  • Your record: "The Fish & Co." · $79.25 · Mar 20 · Receipt attached
  • Bank import: "Thefishandcompany" · $99.25 · Mar 22

Below the comparison, you will see the confidence level (e.g., "Likely Match 92%") and an explanation: "Same restaurant transaction — $20.00 difference is likely a tip."

Confirming or rejecting matches

Confirm Match merges the bank's data into your existing record. The bank's exact amount and posted date become the official record. Your receipt image, description, category, and property assignment are all preserved. Nothing is lost.

Not a Match sends the imported transaction back to the regular review queue. You can then approve it as a new expense or dismiss it.

Why this matters for taxes

For Schedule E and end-of-year tax bundles, you want bank-verified amounts. A receipt might show $79.25 (before tip), but the IRS cares about the $99.25 that actually hit your card. Matching gives you bank-accurate amounts while keeping your detailed receipts as supporting documentation.

Transaction limits

To keep costs manageable, bank sync imports up to 100 transactions per property per month. This covers the typical volume for a short-term rental property (utilities, supplies, maintenance, cleaning supplies). If you need more, contact support.

For the full reference, see the Duplicate Detection documentation.