Money · 2026-09-04 · 5 min read

Reconciling rent against your bank statement in ten minutes a month

A repeatable month-end routine for self-managing landlords: references that match, a bank CSV export, matching payments to tenants, and what to do with the partial and the unknown ones.

If you have more than a handful of tenants, the question "who has actually paid?" should take minutes, not an evening with a highlighter. The routine below is what the Money → Recon screen automates, but it works on paper too.

Step 1: fix the references first

Every tenant gets a unique payment reference — property code plus unit, like PGC-A — printed on every invoice and repeated in every reminder. Half of all reconciliation pain is references that say "RENT" or the tenant's first name. Change this once and the rest of the routine gets easier every month.

Step 2: export the month as CSV

FNB, Standard Bank, Absa, Nedbank and Capitec all export a statement or a date range as CSV. You want the columns date, description/reference, and amount. Do it on the 2nd or 3rd of the month, after the salary-date payers have come through.

Step 3: match

Three buckets:

Matched — reference and amount both agree with an open invoice. Mark paid.
Partial — right tenant, wrong amount. Record the amount received; the invoice stays open with the balance. Do not mark it paid "for now".
Unknown — an amount with no usable reference. Match by amount and date to the tenants still unpaid, then confirm by WhatsApp before you record it.

Step 4: record and move on

Record each payment against its invoice with the date it landed. If a tenant overpaid, hold the credit against next month's invoice rather than refunding piecemeal.

Where PropKeep helps

Money → Recon takes the CSV, matches lines to tenants and invoices, shows matched / partial / unmatched, and saves the reconciliation so each invoice carries the real amount received. Every invoice also has its own payment link and reference, so tenants who pay from the invoice match themselves. Show Remi a screenshot of a proof of payment and it will read the amount and reference and prepare the payment for you to approve.