Credit Card - Pending Bills

What is it? 

A pending bill lets you record a corporate card expense before the actual transaction appears in Counta. It can then be matched to the imported card transaction.

Why does it matter?

Capture expense details and receipts while the purchase is fresh, without waiting for the card transaction to arrive. Automatic matching reduces reconciliation work and accommodates posting delays; manual matching lets you handle exceptions.

How does it work? 

1. Record a pending bill

   1. On the My Corporate Credit Cards page, click New Pending Bill to record the expense.

   2. Complete the expense details, assign the appropriate Job No. and Task Type, and attach the receipt.

   3. The pending bill can then be matched when the actual transaction becomes available. See Automatic and Manual Matching. 

2. Automatic matching 

   Counta automatically matches pending bills to imported card transactions using these criteria:

   1.  

      Date proximity: The posting date is within 1–5 calendar days of the pending bill’s transaction date.

   2.  

      Exact amount: The amounts match in the card’s currency.

   3. If there are multiple candidates, Counta selects the best match using date closeness and the import timestamp. This accommodates delays between the purchase date and the date the transaction posts.

3. Submit before the transaction 
   You can submit a pending bill before it is matched. It shows a Pending Submitted status until matched. When Counta automatically matches it, the corresponding transaction is also automatically submitted.
   
   Note: This function is not available in the Counta mobile app.
   
   
4. Manually match a pending bill 
   

   Use Match when a pending bill has not been automatically matched, and the actual card transaction is available. 

   1.  

      On My Corporate Credit Cards, check the box beside only the pending item you want to match.

   2.  

      Click Match.

   3.  

      Select the actual card transaction you want to match it against.

   4.  

      Review any warnings about differences in merchant or amount, confirm that you have selected the correct transaction, and click Save.