Payment matching
After connecting your bank, OntarioLandlord uses AI to match incoming deposits to your tenants. This saves time and ensures accurate rent tracking.
How matching works
When a transaction syncs from your bank, our AI analyzes:
| Factor | Weight | Example |
|---|---|---|
| Amount | 40% | $2,000 matches a $2,000/month lease |
| Timing | 30% | Deposit on the 1st matches rent due on the 1st |
| Memo/Description | 15% | "E-transfer from John Smith" matches tenant John Smith |
| History | 15% | Previous payments from same source |
Confidence scores
Each match suggestion includes a confidence score, shown with a badge:
| Score | Badge | Auto-match eligible? |
|---|---|---|
| 85-100% | Perfect Match (green) | 90%+ only (see Auto-matching below) |
| 70-84% | High Match (yellow) | No |
| Below 70% | Review Needed (gray) | No |
Reviewing suggestions
- Go to Bank Accounts → Payment Suggestions
- Review each pending suggestion
- For each suggestion:
- Confirm - Accept the match and record payment
- Reject - Not a rent payment (ignore)
- Reassign - Match to a different lease
Match breakdown
Click on a suggestion to see the match breakdown:
Amount Score: 95% ($2,000 vs $2,000 rent)
Date Score: 80% (Received 2nd, due 1st)
Memo Score: 70% (Contains tenant name)
Historical Score: 100% (3 previous matches)
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Overall: 87%
Auto-matching
Auto-matching is controlled by a single toggle on the Bank Accounts page, per connected bank account — labeled "Auto-match transactions (≥ 90% confidence)". It's on by default; there's no separate 90%/95%/manual-only tier selection, and no Settings → Integrations location for it. Transactions scoring 90% or higher are automatically recorded when the toggle is on.
Even with auto-match enabled, review the Payment Suggestions page weekly to catch any errors.
Handling partial payments
If a tenant pays less than the full rent:
- Transaction is flagged as "partial match"
- You can confirm and it records as partial payment
- Remaining balance stays on the rent ledger
Handling multiple properties
If you have multiple leases with the same rent amount:
- AI uses additional signals (memo, timing, history)
- Lower confidence scores when ambiguous
- Review and assign manually if needed
Tips for better matching
- Consistent tenant payments - Encourage e-transfer with name in memo
- Separate accounts - Use dedicated rental income account
- Regular review - Check suggestions weekly