Xero how to
Find and match a funder deposit in Xero
Find and Match is the tab beside a bank statement line in Xero that settles one deposit against several invoices at once. Search each payment, tick it, and reconcile when the ticked payments equal the deposit. On a funder deposit the difference left at the bottom is the useful part: a fee, a rounding cent, or a claim the funder did not pay.
Key facts
- What the screen does
- Matches one bank statement line to several invoices, bills or account transactions already in Xero4
- Where it sits
- Beside a statement line on the reconcile tab, or behind the link saying another possible match was found4
- How it searches
- By name or invoice number, and also by amount, reference or cheque number4
- What it totals as you tick
- The subtotal of the transactions you have selected, which Xero says the match screen shows7
- Adjustments on the screen
- A bank fee line, or a minor adjustment for rounding that posts to the system rounding account4
- What it is not for
- A prepayment or deposit against an invoice that is not in Xero yet, which is recorded as a prepayment instead4
- Why a practice lands here
- One patient payment across two invoices arrives as one bank deposit and two payment records in Xero3
- When Xero is not confident
- Its matching makes a suggestion and leaves the statement line for a person to review and reconcile5
- The common funder case
- Where the amount agrees and the reference does not, the match has to be found by hand9
- The volume it carries
- One commenter on Xero's ideas board describes being paid in batches of 10 to 70 invoices at once6
- What Xero will not reconcile
- Clearing, control and non bank accounts, with no plans stated in 2022 for the near future8
What Find and Match actually does
Find and Match is the screen Xero gives you when its own suggestion is not enough. Xero matches a statement line four ways, by rule, by an existing record, by memory of what you did last time and by prediction, and where it is not confident it makes a suggestion and leaves the line for a person to accept. Find and Match is where that person goes.
- Search for an unreconciled invoice, bill or account transaction that Xero did not offer.
- Tick several of them, so one statement line settles many invoices at once.
- Add a bank fee, so a deposit that arrived net of a fee still ties back to gross invoices.
- Add a new transaction for a part of the deposit that no invoice covers.
- Record a part payment, where the deposit settles only some of an invoice.
Every practice management vendor points at this screen, because their integration creates one Xero payment per invoice and the bank feed carries one deposit. Cliniko's own article puts the case plainly: a payment of 100 dollars against two invoices of 50 dollars appears as one bank deposit and two payment records.
Running it on a funder deposit
The sequence below is the generic one with the funder steps put back in. The difference from Xero's own worked case is the last two steps: read what is left before you clear it, and check the payments you recorded against what the funder said it paid.
- Beside the deposit on the reconcile tab, open Find and Match, or open the link that says another possible match was found. (Bank account, Reconcile)
- Search for each payment behind the deposit by contact name, invoice number, amount, reference or cheque number, and tick it. (Find and Match)
- Watch the subtotal of the transactions you have ticked against the statement line, and stop when the two agree. (Find and Match)
- Where the rail took a fee out before it paid, add it under Adjustments as a bank fee coded to merchant and claiming fees, so the gross still ties to the invoices. (Find and Match, Adjustments)
- Read whatever difference is left before touching a minor adjustment, because that number is either a rounding cent or a claim the funder did not pay. (Find and Match)
- Reconcile once the deposit balances, then check the funder's remittance or processing report against the payments the practice recorded. (Bank account, Reconcile)
The difference at the bottom of the screen
Once payments are ticked, Xero shows the subtotal of what you selected against the statement line, and the gap between the two is what you have to explain. Two tools sit under Adjustments: a bank fee, which puts the fee on its own line so the invoices still tie to gross, and a minor adjustment, which posts the leftover to the system rounding account. Both close the difference. Only one of them is about rounding.
That is the whole risk on this screen. A minor adjustment is designed for cents lost to rounding or to a keying error, and Xero's help shows the size it has in mind: in the mobile apps an adjustment under 1.00 is worked out for you, and anything larger is typed in by hand. Used on a funder deposit it will happily absorb a whole consultation, and the ledger will look reconciled afterwards.
When the difference is money, not rounding
Four things produce a difference on a funder deposit, and they want four different answers. Read the size of it first: cents behave differently from the price of a consultation.
| What the difference is | How to tell | What to do with it |
|---|---|---|
| A fee the rail took before it paid | The deposit is short by a proportion of the batch, and the payout report shows the fee | Add it under Adjustments as a bank fee, so the gross still ties to the invoices |
| Rounding, or a keyed cent | The difference is cents and every payment behind the deposit is ticked | A minor adjustment, which posts to the system rounding account |
| A claim the funder did not pay | The payments recorded outnumber the lines on the remittance or the processing report | Nothing on this screen. Remove the payment, reopen the invoice, resubmit the claim |
| A payment for an invoice that is not in Xero yet | Nothing matches at the full amount, and the service has not been invoiced | Record a prepayment or an overpayment rather than forcing the match |
The fee case is the one most often written about, because it is the one card and platform payouts create every day. As one Australian practice billing team puts it, where fees come out before the money hits the account, the deposit will not match the total of those invoices at all.
The rejected claim hiding in the difference
Practice software can mark a claim paid when it is lodged or when the fund answers at the terminal, before Services Australia has finished assessing it. A whole claim rejection then shows up on the processing report, days after the invoice was closed in the practice software and a payment was pushed into Xero.
So the payment exists in Xero, the invoice reads as paid, and the money is not in the deposit. On Find and Match that arrives as a difference the size of one consultation. Clear it with a minor adjustment and three things happen at once: the claim is written off to a rounding account, the invoice stays closed so nobody resubmits it, and revenue the practice was not paid stays on the profit and loss.
What this screen should not settle
Xero's own help draws two lines around Find and Match, and both matter to a practice taking money before the service is delivered.
- A prepayment or booking deposit for an invoice that has not been created yet is recorded as a prepayment, not matched here.
- A payment substantially larger than the invoice it settles is recorded as an overpayment, not stretched to fit.
- A difference nobody can explain stays open until somebody can. An unreconciled statement line is easier to fix than a posted adjustment.
Where Find and Match runs out
The screen searches one thing at a time. On a private deposit covering three invoices that is fine. On an NDIA batch or a Medicare run it is a hundred small acts of attention, and the request to paste several invoice numbers at once has been open on Xero's product ideas board since 2022.
This would be huge for me! I often get paid in batch of 10-70 invoices at once. Mistakes are often made because I have to manually select so many invoices6
The failure mode is not that the screen cannot do it. It is that a person ticking 40 boxes on one deposit will eventually tick the wrong one, and a wrong tick pays the wrong patient's invoice while the totals still balance.
Holding the difference somewhere it can be seen
The alternative every vendor and bookkeeper converges on is to stop matching invoices to the bank line at all. Each payment posts into the clearing account for the settlement rail on the date the funder approved and paid the claim, and the bank line is reconciled as one transfer for the deposit. The claims that were approved but not yet banked are then a balance you can age, rather than a difference on a screen. The canonical allied health template holds one clearing account per rail rather than one per funding source: for Medicare that account is 100, Medicare clearing, and 401 is where the revenue sits.
The catch is that Xero will not reconcile a clearing account the way it reconciles a bank account. The request has 171 votes and Xero's answer in 2022 was that it had no plans to build it in the near future, so the discipline lives with the bookkeeper: run the account transaction report, and expect the balance to return to zero. Reconciling a clearing account covers that month end check.
What Ledger Map does with it
Ledger Map does not reconcile the bank feed for you. It posts one balanced document set per deposit, built from the funder's own remittance or payment report, and leaves one exact match in the bank feed for a person to accept. Find and Match is then a screen you visit for exceptions rather than a screen you live in.
The exceptions are the interesting part. A claim the funder did not pay is raised as a question with the options laid out, rather than being folded into a difference, because a rejection is a decision about a patient's invoice and not a rounding event. How it works walks through the map the practice approves before any of that posts.
Questions
How do I match one bank deposit to multiple invoices in Xero?
Open Find and Match beside the statement line, search for each payment by contact name, invoice number, amount or reference, and tick each one. The running total tells you when the ticked payments equal the deposit. Reconcile at that point. Where the deposit arrived net of a fee, add the fee under Adjustments as a bank fee so the gross still ties back to the invoices behind it.
Why does Find and Match leave a difference?
Because the deposit is not the sum of the payments you ticked. On a funder deposit there are four usual reasons: the rail took a fee before paying, a cent was lost to rounding, a claim on the list was rejected and not paid, or the payment belongs to an invoice that is not in Xero yet. The size of the difference is the fastest signal. Cents are rounding. The price of a consultation is a claim.
Should I use a minor adjustment to clear a difference?
A minor adjustment is built for rounding and keying errors, and it posts the leftover to the system rounding account. Used on a funder deposit it will absorb an entire unpaid claim, close the reconciliation, and leave the invoice reading as paid. Before using one, check the payments you recorded against the funder's remittance or processing report and confirm the difference is genuinely cents.
What happens to a rejected claim that the practice software marked paid?
It sits in Xero as a payment against a closed invoice with no money behind it. Reconcile the deposit for what the funder actually sent, leaving that payment unmatched. Then remove the payment in Xero so the invoice reopens, and queue the claim for resubmission. No bank entry changes, because that money did not arrive.
Is Find and Match or a clearing account the better route for funder deposits?
They answer different questions. Find and Match is quick and needs no setup, and it holds no memory of a claim that was approved but not yet banked. A clearing account for the settlement rail gives that claim a home and an age, at the cost of a month end check, because Xero will not reconcile a clearing account the way it reconciles a bank account. Volume and how often claims are rejected usually decide it.
Read next
- Xero how toHow to reconcile a clearing account in Xero
- Xero how toRecord a batch deposit from a remittance
- Xero how toSplit a bank statement line in Xero
- FundersHow Medicare bulk bill payments land in Xero
- GST answersGST on Medicare bulk bill income
- GST answersGST Free Income or BAS Excluded in Xero
- HubXero how to
Sources
Open questions
- The Xero Central article that ranks first for this query renders client side and returned an empty document on every fetch on 3 Sep 2026, including the archived copy, so the screen mechanics here rest on a bookkeeping firm's republication of Xero's help content and on Xero staff answers on the product ideas board rather than on Xero's own help page.
- Whether Xero caps a minor adjustment could not be confirmed. The help content read for this page states only the mobile behaviour, where an adjustment under 1.00 is calculated for you and a larger one is typed in, and open requests on Xero's ideas board ask for a threshold setting, which is not the same as a stated maximum.
- Whether Xero's newer matching assistant changes what Find and Match does could not be confirmed. Xero's product page describes it as suggesting a match and leaving the line for a person, not as replacing the screen.
- No google.com.au ranking, AI Overview or People Also Ask data could be observed for this query on 3 Sep 2026, because the search budget was exhausted and the results page blocked automated access, so the answer landscape in the brief is a proxy ranking from a different search engine.
- The deposit drawn on this page is an illustrative payment run rather than a practice's data, and the amounts on it are chosen to show the arithmetic.
- Medicare digital claiming: payment and processing reports, MDCM07INFO2
Services Australia. Retrieved 29 Aug 2026. Source updated Jul 2024.
primary
- Reconcile in Xero when using the Cliniko integration
Cliniko. Retrieved 3 Sep 2026. Source updated 28 Jul 2026.
primary
- Find transactions to match to bank statement lines
No Stress Accounting knowledge base. Retrieved 3 Sep 2026.
secondary
- Bank reconciliation, Find and Match, search for multiple invoices
Xero Product Ideas. Retrieved 3 Sep 2026. Source updated 27 Aug 2026.
secondary
- Find and Match, show subtotal of selected transactions
Xero Product Ideas. Retrieved 3 Sep 2026. Source updated 23 Jul 2026.
secondary
- Reconciliation, ability to reconcile clearing, control and non bank accounts
Xero Product Ideas. Retrieved 3 Sep 2026. Source updated 14 Sep 2022.
secondary
- How to reconcile Medicare payments
Surgical Partners. Retrieved 3 Sep 2026. Source updated 26 May 2022.
secondary
- Halaxy batch payments and Xero reconciliation
Time Well Spent. Retrieved 3 Sep 2026. Source updated 20 Jul 2026.
secondary
Review
Last reviewed 3 Sep 2026 by Shane
General information for Australian allied health practices, not tax advice. Confirm a treatment with your BAS agent or accountant before you post it.
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