Marbles connects to your bank accounts, imports your transactions and helps reconcile them. It matches payments to existing invoices and bills, applies bank rules to recurring transactions, and uses AI to assist with reconciliation. Transactions requiring your attention can be reviewed and reconciled manually. Every reconciled transaction is recorded with its reconciliation status and history for review.
Banking in Marbles follows a consistent sequence.
Bank accounts are managed under Accounting > Bank accounts. Each linked account is also an account in your chart of accounts, so reconciled transactions post directly to the ledger.
Marbles receives bank data through SISS Data Services, an accredited data recipient under the Australian Consumer Data Right (CDR). Your bank shares accounts, balances and transactions with your consent. Marbles never receives your bank login details.
For many business bank accounts, your bank must first authorise someone to share account data on behalf of the business. This person is generally called a Nominated Representative or Data Sharing Delegate, and may need separate data-sharing permission even if they already have internet banking access. If your business has not yet set up a representative, follow your bank's instructions below before connecting your account.
Select your bank to see how to set up data sharing for business accounts. The steps are taken from each bank's own guidance and may change, so follow the link at the end of each bank's steps for the current instructions.
A delegate can share the business's data with accredited organisations without further approval from the business. Open CommBank's data sharing delegate guide.
A Nominated Representative must have an active business network profile and be registered for Online Banking and SMS Protect. Open Westpac's business data sharing guide.
An authorised user can see and manage only the consents they create, so the business owner will not see them in their own internet banking. If the user leaves the business, ask NAB to withdraw their nomination. Open NAB's open banking guide.
Only users with the Administrator or Authoriser role can be appointed as Nominated Representatives. Open ANZ's Internet Banking for Business data sharing guide.
Macquarie never asks you to give your Macquarie login and password to an accredited data recipient. Open Macquarie's business data sharing guide.
Data sharing can be stopped at any time from the same place in e-banking. Open Bendigo Bank's open banking guide.
Once your bank has authorised your representative:
Accounts shared through the feed appear on the Bank accounts page with a Connect button. Select Connect to add the account to Marbles. An account marked Pending approval is still awaiting your bank, and an account marked Unavailable cannot currently be connected.
The first synchronisation imports up to 12 months of transaction history. Accounts are then refreshed daily from the feed. To retrieve the latest available transactions, open the account's menu and select Sync now.
A bank may revise a transaction after it is first delivered, for example when a pending transaction settles. Marbles updates the existing transaction rather than creating a duplicate.
Each account displays two balances.
The balances may differ while transactions are awaiting reconciliation or have not yet appeared in your bank feed. A chart shows the statement balance over the last three months. Use the Bank Reconciliation report to investigate any difference.
Bank Transactions in the main menu lists the transactions imported from all linked accounts. Only transactions that the bank has posted are shown. Pending transactions appear once they settle.
Each row shows the date, merchant, category, amount and reconciliation status. Amounts are labelled Expense for money spent and Received for money received. Where the bank's data allows, Marbles identifies the merchant and assigns a spending category.
| Status | Meaning |
|---|---|
| Unreconciled | The statement line has not yet been reconciled. |
| Manual | A user reconciled the line by matching, creating or transferring. |
| Rule | The line was reconciled by applying a bank rule. |
| Auto | The line was reconciled with AI assistance. |
Select a merchant or category to view its transactions, together with spending per month over the last 12 months and the change from the previous month.
Select a transaction to view its bank account, posting date, reference, merchant, amount, reconciliation status and reconciliation date. History and Notes records each reconciliation and unreconciliation action taken on the transaction.
Reconciliation confirms that each line on your bank statement is recorded in your ledger once, and only once. In Marbles, reconciling a statement line links it to a single journal entry.
Marbles uses matching, bank rules and AI assistance to reconcile transactions. Transactions requiring manual reconciliation can be matched to an existing document, recorded as a new entry or recorded as a transfer.
Marbles uses AI assistance as part of its reconciliation process. Transactions reconciled with AI assistance are identified by the Auto status in the Bank Transactions list, and can be undone in the same way as any other reconciliation.
Bank rules provide a separate method for handling recurring transactions. Transactions that remain unreconciled can be processed manually using Match, Create or Transfer.
To begin, select Reconcile on a bank account under Accounting > Bank accounts, or select the Unreconciled status of a transaction in the Bank Transactions list.
The page lists every unreconciled statement line for the selected account. The side panel shows the Statement Balance and the Balance In Marbles, and filters the list by date range, amount or search term.
Each statement line appears on the left with its date, merchant, description and the amount spent or received. On the right, choose how to reconcile the line using the Match, Create or Transfer tab. When the required details are complete, select OK. The line is reconciled and removed from the list.
Only posted transactions can be reconciled. Journal entries created through reconciliation are dated on the transaction's posting date.
Use Match when the statement line pays a document already recorded in Marbles. Money received is matched to a sales invoice awaiting payment. Money spent is matched to a supplier bill or expense claim awaiting payment.
Marbles records a payment against the document for the statement amount, dated on the posting date, and links the statement line to that payment. Only documents with an outstanding balance equal to or greater than the statement amount are listed. Each statement line settles against a single document.
Use Create when no document exists for the transaction, such as bank fees, card purchases or interest.
Marbles posts a journal entry between the bank account and the selected account. The statement amount is treated as GST inclusive. Where the tax rate carries GST, the GST component is separated and posted to the GST account.
Use Transfer for money moved between your own bank accounts. Select the other bank account and, optionally, enter a reference.
Marbles records a transfer between the two accounts, with the direction determined by whether the money left or entered the account being reconciled. Transfers carry no GST and are excluded from BAS reporting. A transfer cannot be recorded to the same bank account.
Bank rules define how recurring transactions are coded. When a statement line meets a rule's conditions, Marbles uses the rule's coding.
To manage rules, select Manage bank rules under Accounting > Bank accounts. Rules are grouped into three tabs.
Use the search field to find a rule by name or condition. Select a rule to edit or delete it. Deleting a rule cannot be undone.
Select Create new rule, choose the rule type, then complete each step.
Choose whether Any conditions match or All conditions match, then add one or more conditions. Each condition compares a field of the statement line with a value.
| Setting | Options |
|---|---|
| Field | Payee, Description, Amount or Reference |
| Condition | Equals, Contains, Starts with or Ends with |
| Value | The text or amount to compare against |
Text comparisons are not case sensitive. An Amount condition using Equals compares the monetary value, regardless of whether the money was spent or received.
Select the contact to assign to the transaction. If no contact is set, the contact is chosen during reconciliation.
Allocate a fixed dollar amount to an account and tax rate. Fixed amounts are taken from the statement amount first.
Allocate the amount remaining after any fixed allocations across one or more accounts by percentage. At least one remainder allocation is required, and the percentages must total 100%.
For example, for a statement line of $110.00, a rule with a fixed allocation of $10.00 and a single remainder allocation of 100% codes $10.00 to the first account and $100.00 to the second. If a rule's fixed allocations exceed the statement amount, the rule is not applied to that line.
The reference is entered during reconciliation. Under Run this rule on bank account, apply the rule to all bank accounts or restrict it to one. Name the rule, then select Create rule. The rule name becomes the description of each journal entry the rule creates.
A transfer money rule has conditions, followed by the bank account on the other side of the transfer. Select an account, or select Choose during bank reconciliation to decide each time the rule is applied.
A rule applies to a statement line when all of the following are true.
Only one rule applies to each line. Where several rules match, the rule highest in the list takes priority. Drag rules within a tab to change their order.
On the reconciliation page, a matching rule is identified by a Bank rule label and the rule's name. The account coding is shown and cannot be edited directly while the rule is being applied. Complete any field marked choose when reconciling, then select OK. Spend and receive money rules appear on the Create tab. Transfer money rules appear on the Transfer tab.
To disregard a rule for a single line, select Enter details manually. Select Apply rule to return to the rule's coding.
Open the transaction from the Bank Transactions list, open its menu and select Unreconcile. The statement line returns to the unreconciled list, and Marbles reverses the accounting according to how the line was reconciled.
A reconciliation cannot be undone when its journal entry falls within a locked period. Lock dates are set in your organisation's financial settings.
The Bank Reconciliation report, found under Reporting, explains any difference between your ledger and your bank for a selected account, as at a selected date.
| Line | Meaning |
|---|---|
| Balance in Marbles | The ledger balance of the bank account. |
| Plus outstanding payments | Payments recorded in Marbles that have not yet been reconciled to a statement line. |
| Less outstanding receipts | Receipts recorded in Marbles that have not yet been reconciled to a statement line. |
| Plus un-reconciled statement lines | Transactions imported from the feed that have not yet been reconciled. |
| Expected statement balance | The expected bank balance after accounting for the outstanding items above. |
| Statement balance | The balance reported by the bank feed, shown with its date. |
| Difference | The expected statement balance less the reported statement balance. |
The outstanding payments, outstanding receipts and unreconciled statement lines are itemised beneath the summary. A difference of zero indicates that the expected statement balance agrees with the balance reported by your bank.
Use the itemised transactions in the report to identify and resolve any outstanding differences.
| Problem | Resolution |
|---|---|
| My business bank account does not appear when connecting | Your bank needs to authorise a nominated representative first. See Before you connect. |
| My bank transactions are not appearing | Select Sync now from the account's menu. Feeds refresh daily, and pending transactions appear once the bank has posted them. |
| I cannot find an invoice or bill when matching | The document must be awaiting payment, with a balance equal to or greater than the statement amount. |
| A bank rule is not being applied | Check that the rule's conditions and bank account match the transaction. Where several rules match, the highest in the list takes priority. |
| I cannot undo a reconciliation | The transaction falls within a locked period. Lock dates are set under Settings > Financial settings. |
| Role | Banking access |
|---|---|
| Reader | View bank accounts, bank transactions and transaction details. |
| Advisor | Everything a Reader can do, plus link bank accounts, reconcile and unreconcile transactions, and manage bank rules. |
| Administrator | Everything an Advisor can do. |