Reviewing and Correcting Transfer Matches

You've run Find New Matches on the Transfer Match screen, and now you're looking at a mix of auto-confirmed matches and ones waiting for review. Some of the auto-confirmed ones don't look right — maybe they're between related entities that aren't internal accounts, or they just don't add up when you trace the amounts. You need to understand what was confirmed automatically, what still needs review, and how to fix the wrong ones.

Transfer matching pairs bank transactions that appear to be money moving between your own accounts. The system assigns each candidate a confidence level based on how it was found, and that confidence determines whether it auto-confirms into Matched or lands in To Approve for you to review. The confidence comes from which matching pass found the pair, not how close the dates are — and that distinction matters when you're trying to understand why something was confirmed without your input.

The matching service runs a sequence of passes, each more permissive than the last, looking for opposite-sign transactions with the same amount and currency. Passes run in order from most to least trusted, and each removes the transactions it consumes before the next pass runs.

The passes, from strongest to weakest signal:

1. Description-based — both descriptions share a long distinctive substring (10+ characters, no spaces), same day
2. The same substring check within 7 days
3. Account-reference — one transaction's description references the other's account number (raw, masked like "***1234", or "ending in 1234"), same day
4. The same reference check within 7 days
5. Plain amount match — same amount, opposite sign, same day
6. The same within 1 day
7. The same within 7 days

Every pass requires an exact opposite-sign amount match and matching currency. No pass will pair a transaction with one on the same account, or with itself.

Confidence is tagged "very likely," "probable," or "possible," and that tag — not the size of the date gap — decides whether a match auto-confirms into Matched or lands in To Approve.

Auto-confirmed into Matched (no review):

• "Very likely" matches: description-substring or account-reference matches, even up to 7 days apart

Held in To Approve for review:

• "Probable" and "possible" matches: plain amount matches, regardless of whether the dates are the same day or further apart

This is the mechanism behind wrong auto-confirmations on engagements with many related-entity or intercompany accounts. Descriptions sharing boilerplate text, or one account's number appearing in another's transaction detail, can satisfy the strongest matching signals and auto-confirm pairs that aren't actually internal transfers. If you're working with a complex entity structure, expect to review the auto-confirmed list — it was designed for simpler account setups.

When you open the Matches grid, you'll see matches filtered by status. The screen doesn't separate them into chevron columns anymore like earlier versions — it's a unified grid with a status filter instead.

Confirmed (Matched) — these have already been accepted, either automatically or by you. Both transactions are labeled Internal Transfer in the platform and on exports.

To Approve — these are candidates below the auto-confirm threshold. Review each one:

• Select the match (or multiple matches) you want to act on
• Click Approve to confirm them, or Reject to remove the link

Approving a match from To Approve relabels both transactions to Internal Transfer, just like an auto-confirmed one. Rejecting removes the link and resets both transactions to Possible Transfer.

If you need to act on many matches at once, you can select multiple rows and approve or reject in bulk. On forensic engagements, bulk match actions are restricted by role — stricter than on audit engagements. If a bulk control is greyed out, that's a role restriction, not a workflow state.

Before confirming a match, the system checks whether either transaction is also part of another still-open (Found or Confirmed) match. If so, both are marked conflicted and silently excluded from confirmation — no error appears beyond a lower "confirmed" count than you requested.

This is why you can have a transaction you believe is matched, and it still displays Possible Transfer: a duplicate-amount candidate elsewhere blocked the relabel silently. There is no distinct indicator on the row itself. If you're seeing this, look for another match involving one of the same transactions — rejecting the duplicate candidate will unblock the one you intended.

A genuine transfer to or from a related entity — not an internal transfer between your own accounts — can auto-confirm if its description or account-number structure triggers the strong matching signals. The matching logic doesn't know which accounts belong to the entity you're analyzing versus entities it does business with.

If you're working on a case with intercompany activity, treat the auto-confirmed list as a starting point, not a finished answer. Filter the Matched status and review those pairs alongside To Approve. Rejecting a wrong auto-confirmation is the same as rejecting any other match: select it, click Reject, and both transactions reset to Possible Transfer.

When you export transactions, internal transfers will show with the label Internal Transfer for both the inflow and outflow legs. In a closed set of accounts — where every transfer that left one account in your dataset landed in another account also in your dataset — the inflows and outflows should sum to the same total.

If they don't balance, the most common causes are:

• Not all accounts involved in the transfers were uploaded or included in the export scope
• One side of a transfer was rejected or never matched, so only one leg is labeled Internal Transfer
• You're exporting a subset of accounts, and some transfers crossed in or out of accounts not in that subset

This is scope, not a data error — the platform doesn't enforce that internal transfers must balance across an arbitrary export filter, because it can't know whether you intended to include every relevant account.

Every time you click Find New Matches, unreviewed matches still sitting in To Approve are deleted and rebuilt from scratch. Confirmed and rejected matches are untouched, but the whole To Approve bucket is wiped and replaced every time.

Because the rebuilt rows are new, nothing distinguishes a carried-over item from a genuinely new one after a re-run — so if you reviewed part of a large To Approve list and then re-ran matching before finishing, there's no way to filter down to just the new candidates.