Transaction matching should be simple: line up the data, tick the boxes, and move on. But for most accounting teams, it's a tedious, error-prone process with delays and manual work. At Stacks, we set out to fix that, not with another spreadsheet or a “rule-based engine,” but with an agentic system that does the heavy lifting and lets humans stay in control. Here’s how we approached the problem differently.

Problem Statement: 

Every month, accounting teams match thousands, sometimes millions, of transactions across banks, ERPs, payment platforms, and internal systems. And yet:

• 70% of the process is still manual.
  Accountants are downloading CSVs, manually mapping fields, and dragging formulas across columns.
  
  

• Most tools are too rigid.
  Traditional reconciliation tools rely on pre-defined rules that break the moment your data structure changes or a new edge case pops up.
  
  

• Teams lose hours in Excel purgatory.
  One-off exceptions, mismatched metadata, and formatting issues create endless back-and-forth and fragile spreadsheet workflows.
  
  

• Audit trails are an afterthought.
  Documentation is often scattered across Slack threads, offline notes, or saved copies of Excel files, far from audit-ready.

This isn’t just frustrating; it’s risky. Reconciliation errors lead to misstated books, delayed closures, and compliance issues. Worse, they drain time and morale from finance teams.

Our Solution

Here are four fundamental ways Stacks reimagines the transactions matching 

1. Agentic Matching Engine (Not Rule-Based)

Most matching tools rely on static rules: if X and Y are equal, mark as a match. But real-world transactions don’t always play by the rules.

Stacks uses an agentic matching engine that dynamically adapts to your data. It can:

• Understand matching logic across multiple fields (e.g., partial name + rounded amount + memo keyword).
  
  

• Suggest matches in real time with high confidence.
  
  

• Flag potential anomalies and let you decide what to do with them.

You’re always in control, but the system does the heavy lifting.

2. Connect Once, Reconcile Forever

Stacks integrates natively with ERPs like Xero and NetSuite, bank feeds, PSPs, and data warehouses. Once connected:

• Transactions refresh automatically.
  
  

• Matching suggestions are always up to date.
  
  

• You never need to re-upload data manually.

This means your team is always working off the latest data, no version control nightmares, no broken VLOOKUPs.

3. Collaboration + Audit Trail Built In

We designed matching to be collaborative from the ground up:

• Preparers and reviewers are always in control.
  
  

• When things go wrong, they are tagged and flagged.
  
  

• Every match, unmatch, and override is logged automatically.

When auditors come knocking, you can show them exactly what happened and why, without digging through old spreadsheets.

4. Exception Handling That Learns Over Time

Stacks learns from your team's decisions. Mark something as a legit business expense once, and it will know next time. Override a match? It logs the context.

Over time, the system gets smarter, offering better suggestions and fewer false positives.

Case: How Volt Achieved 97% Auto-Matching in 3 Months

Since implementing our redesigned transaction matching flow, customers have experienced tangible benefits:

• Over 95% auto-matching rates achieved in the first month, increasing to 97% by the third close.
  
  

• Monthly close cycles reduced by 3 days, representing a 33% time savings.
  
  

• Enhanced audit readiness through centralized documentation and clear task ownership.

Take Volt, a rapidly expanding fintech company revolutionizing real-time payments. Before adopting Stacks, Volt's finance team grappled with manual reconciliations and journal entries, leading to prolonged close cycles and increased risk of errors.

By integrating Stacks, Volt transformed its financial operations:

• Automated Reconciliations: Stacks' AI-driven engine matched over 95% of transactions in the first month, streamlining what was previously a 3-4 day manual process.
  
  

• Simplified Journal Entries: The Stacks Excel Assistant reduced the steps for manual journal entries from 37 clicks to just a few, significantly decreasing preparer workload.
  
  

• Improved Workflow Management: The Stacks Workspace provided clear preparer-reviewer relationships and real-time progress tracking, enhancing transparency and control.

As Roks S., an accountant at Volt, noted:

“I can now upload multiple entries directly from Excel without worrying about errors. It’s a huge time-saver as a preparer every month.”

By the third month, Volt had not only accelerated its close process but also fortified its financial controls, demonstrating the profound impact of intelligent automation.

Future Ahead

We’re continuing to push the boundaries of what’s possible with agentic accounting. Our next focus: anomaly detection, smart reconciliations across intercompany flows, and one-click flux analysis. If transaction matching is slowing your team down, maybe it’s time to see how Stacks does things differently.

Book a demo or see account reconciliation and accounting agents in action.