Reconcile your KolayBi account statement against counterparty, bank and e-invoice
Your KolayBi account statement is matched line by line against the counterparty, the bank and e-invoices. The connection is ready. File upload or KolayBi's REST interface is chosen together at setup.
Lines ready for matching
Columns, signs and dates recognised; on one table with bank and e-invoice.
Whichever route you choose, the same matching engine runs.
Illustrative screen · sample data
You reconcile your KolayBi account statement against the counterparty's statement, the bank statement and the e-invoice list. This page is for finance teams whose Turkish entity keeps its books in KolayBi. The result is a balance difference explained item by item, with a written reason next to each match.
KolayBi is a cloud bookkeeping application for small businesses and sole traders in Türkiye. Invoices, e-invoices (e-Fatura), collections, bank and cash movements and the account statement live in one panel. The counterparty's records do not. Your statement may show TRY 52,900.00 while the customer's shows TRY 48,250.00, and the gap needs explaining.
iFinances does the comparison but does not post entries, keep books or close a line on its own. The engine proposes each match with a written reason, and a person approves it. The connection is ready. You upload the export as a file, or iFinances reads KolayBi's REST interface directly.
What data comes from KolayBi?
These are the data types KolayBi can supply for reconciliation. Journal entries and a chart of accounts do not exist in KolayBi, so they are not listed.
Account statement
The main input. It is produced from the customer or supplier card through the Operations menu with Create Account Statement. It lists invoices, collections, payments and returns for the chosen period with debit, credit and balance columns. iFinances matches it line by line against the counterparty's statement and shows which items form the balance difference.
Customer and supplier list
The Accounts screen's Export button writes every customer and supplier to xlsx with name and tax number. iFinances takes this as the company list. It proposes links to bank-statement sender names such as 'POYRAZ METAL SAN.', folding Turkish characters into plain Latin. You approve each proposal, nothing is accepted on its own.
Sales and purchase invoice lists
KolayBi keeps sales, purchase and return invoices in one invoice list with a type field. The Purchase and Sales Reports under the Reports menu filter by account and project and export to xlsx. This list cross-checks the counterparty's document numbers, such as FT-2026-0412, and the e-invoice lines.
Collection and payment lines
KolayBi has no separate payments list. Collections and payments appear inside the account statement as lines marked with a transaction type. The Payment/Collection Report under the Reports menu gives per-invoice collection totals. For reconciliation the account statement is enough, because the payment lines come with it.
Bank and cash movements
KolayBi holds bank accounts and cash in the same account structure, separated by account type. The KolayBi Bank feature pulls movements from integrated banks into the panel. Those movements are KolayBi's own ledger side, not the bank's record. For the bank leg of the reconciliation, download the statement directly from your online banking.
E-invoice and e-archive status
KolayBi issues e-invoice (e-Fatura) and e-archive documents from its own panel, and each invoice shows its e-document status. The developer interface lists inbound and outbound e-documents with a direction field. When you upload the e-invoice lists, iFinances compares them in the same table as both statements. Cancelled or rejected documents fall into the exception list.
How do you get the file?
If you take the file route, the job is simple. You take KolayBi's standard Excel export and upload it to iFinances. No setup, plug-in or API key is required.
- 1
Open the account and choose Create Account Statement
You click the customer or supplier in the Accounts list in KolayBi. On the account page you open the Operations menu and choose Create Account Statement. You fill in the period and click Create. Start the statement on the reconciliation period's first day, so both lists begin at the same point.
- 2
Download the statement as Excel
You choose the Excel (xlsx) download among the preview, download and email options. PDF is not suitable for line-level matching, because numeric columns turn into text. There is no need to rename the file or edit the column headers. iFinances identifies the format from content.
- 3
Optionally take the reports
You filter the Purchase and Sales Reports and the Payment/Collection Report to the account and click Export. If you also reconcile against e-invoices, these lists strengthen document-number matching. The Export button on the Accounts screen writes all accounts to one xlsx, uploaded as the company list. None of this is mandatory, the account statement alone is enough.
- 4
Upload to iFinances
You drop the file into the company's data area, and iFinances identifies xlsx, xls and CSV from content. It works out the columns and the debit/credit sign, and asks about any field it cannot recognize. From the same screen you send the counterparty a secure link. They upload their own statement without opening an account.
KolayBi → Upload · columns recognised ✓ · 1,284 lines
Connection path
First what KolayBi offers technically, then the two routes iFinances can use.
KolayBi is a cloud service, so there is no direct database access. Instead it publishes a REST interface, documented openly at developer.kolaybi.com. A REST interface is the standard way for one program to read data from another over the web. Readable data covers account cards, account movements with period totals, invoices, bank and cash movements and e-documents.
Access needs two pieces of information. You generate the API key in your own KolayBi account and request the Channel value from KolayBi support. The key is exchanged for a token valid for 24 hours, and test and production need separate keys. No endpoint, meaning no read address, exists for journal entries, a chart of accounts, exchange rates or cheques.
On the iFinances side the KolayBi connection is ready and both routes work. On the file route you upload the account statement as xlsx or CSV, with no key needed. For a daily refreshed reconciliation, iFinances reads the REST interface with your key, for reading only. The route is agreed together at setup, and nothing is ever written back to KolayBi.
Things to watch
KolayBi Bank matching is not the bank leg
KolayBi Bank pulls movements from integrated banks into the panel and links them to your account records. That link is KolayBi's own ledger entry. If you take the bank statement from there, you compare the ledger with itself. Download the statement from your online banking instead, HTML tables saved as .xls are recognized too.
Payments are not a separate list
The same TRY 15,000.00 collection appears both in the account statement and in the bank or cash movement. So do not upload both to the same company. The account statement alone is enough for reconciliation. If you upload both, duplicate lines fall into the exception list and sorting them out is your job.
Sign convention and return invoices
Debit on a customer card and credit on a supplier card may not read in the same direction. Return invoices sit in the same list with the opposite sign. iFinances derives the sign convention from the file and asks you when it cannot be sure. A TRY 3,600.00 return line, for example, is settled at upload time rather than discovered later.
Exchange rates are not in a table
KolayBi has no exchange-rate table or rate service. The rate is embedded in the document and may not appear in the Excel statement at all. iFinances matches across currencies using the TCMB (Central Bank of Türkiye) rate. The FX difference is flagged as a separate item, and you post its entry in KolayBi.
No separate cheque and note list
KolayBi has no dedicated export for cheques and notes. The Cheque Report and Note Report under the Reports menu are for your own checking only. They are not uploaded separately, cheque lines come with the account statement. The counterparty usually books the cheque on the collection date, and the gap is noted in the reason.
Frequently asked questions
No. iFinances connects to KolayBi directly, by file export or REST interface, and never touches the group ERP. The local team supplies the statement and the counterparty uploads theirs through a secure link. The group sees the matched lines and reasons. The agreed balance becomes a numbered reconciliation letter, and the signed copy is archived.
The connection is ready and both routes work. On the file route you export the statement to Excel and upload it, no key needed. On the direct route iFinances reads KolayBi's REST interface. The API key comes from your account and the Channel value from KolayBi support. The route is agreed together at setup.
No. Each counterparty receives a secure link and uploads its own statement as Excel, CSV or legacy .xls. Nothing is installed and no account is opened. Whatever software they use, iFinances identifies the file format from its content.
No. Account reconciliation needs the statement, the invoice list and the payment lines, and KolayBi provides all three. KolayBi keeps no journal entries or chart of accounts, and iFinances does not ask for them. If the general ledger sits in another program, you can upload that program's account 120 (trade receivables) statement.
Yes. Cross-currency matching uses the TCMB (Central Bank of Türkiye) rate and flags the FX difference separately. Your team still posts that entry in KolayBi. Inbound and outbound e-invoice lists from KolayBi or the tax authority portal are cross-checked in the same table. Cancelled or rejected documents fall into the exception list.
Other integrations
Same engine, different source. If your system is not listed, the file route still works.
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