A bank statement doesn't say who paid for what

Every month: a bank statement on one side, my rental workbook on the other.

The tenant register is in Түрээслэгч. Monthly records run from 1 сар to 12 сар. Each transfer has to reach the right tenant, month and purpose. An amount alone doesn't say which.

One wrong guess spreads through the books

Hand matching goes wrong quietly:

  • Mixed payments: rent and utilities paid together hide two balances in one total.
  • Installments: a second payment overwrites the first, or gets counted twice.
  • Duplicate expenses: a worker's repair report and the later bank debit land as two costs.
  • Phantom purchases: a part from stock gets recorded as a new purchase.

Here's a fictional case. Rent is ₮800,000. The tenant pays ₮300,000, then ₮500,000. If the second payment replaces the first, the sheet says ₮300,000 is still owed. The tenant gets chased for money they've already paid.

Match on evidence, then show me the exact cells

The agent works with the sheet I already use. No re-entering units.

  1. Read the inputs. The workbook and the bank statement for the period I choose. It reads dates, including the year, and keeps money in separate from money out.
  2. Match on evidence. Unit number, tenant name, phone number or a useful transfer reference.
  3. Separate the purpose. Rent goes against the right tenant and month. Utilities keep their own balance. Deposits stay with that tenancy. Expenses and owner withdrawals get their own records.
  4. Keep the history. After ₮300,000, ₮500,000 remains; after the second payment, rent is paid. Both receipts stay visible. A repair report and its bank debit are one expense with two pieces of evidence.
  5. Bring me a short review. What matched (tenant, period, purpose, bank reference), the exact cells with current and proposed values, and what needs my input: unclear payments, missing information or conflicting records.

An unmatched payment is better than a guessed one.

I approve the changes. The agent rereads the affected cells before writing, preserves the formulas and checks the saved values afterward. If something changed during my review, it comes back to me.

Two versions of unit 4B: overwriting the first installment leaves ₮300,000 wrongly owed; keeping both receipts shows rent paid.
Both receipts stay visible, so nobody's chased for rent they've already paid.

Clean books, and the calls that stay mine

What I get back:

  • Paid: who's settled for the period.
  • Still owed: who owes money.
  • Needs attention: the transactions I still have to decide on.

That same report gives the reminder workflow a fresh balance to work from. Which unclear payment belongs where stays my decision.

This is built around my existing rental tools, with fictional examples. The expense columns still need mapping before the agent writes expenses, and real statement matching and approved sheet updates still need to be tested together.