Bank and Cash

The Bank and Cash page is your liquidity dashboard. It lists every bank account, credit card, and cash box your organization uses, with the current balance and reconciliation status for each — plus a total cash position across all of them. When a board member asks "how much money do we have right now?" this is the page that answers.

Reports tell you what happened. Bank and Cash tells you where you stand. It's the view you open first thing in the morning to confirm nothing unexpected happened overnight, before a payroll run to make sure the checking account can cover it, and during month-end to see which accounts still need reconciliation. It also acts as the home base for day-to-day cash management tasks: setting up a new account, connecting a bank feed, running a reconciliation, or drilling into the register for a specific account.

• At least one bank account set up — see Adding Your Bank Accounts if you haven't done this yet
• Posted transactions against your bank accounts, so the balances reflect actual activity

Opening Bank and Cash

1. Go to Bank & Cash (in the sidebar under Managing Books).

Reading the page

For each active bank, credit card, or cash account, you'll see:

• The account name and type (checking, savings, credit card, cash on hand, PayPal, etc.)
• Current balance — the net of debits and credits posted to the account's ledger through today
• Last reconciliation date — when the account was most recently reconciled to a bank statement, or "never reconciled" if it hasn't been done yet
• Unreconciled item count — how many line items are waiting to be included in a reconciliation

At the bottom of the list, a Total Cash Position row sums the balances across all accounts. Clearing accounts (temporary holding accounts used by donation connections before a payout settles) are excluded from this list so they don't distort the total.

Accounts that have never been reconciled are called out in a "Needs Attention" section beneath the list.

Common actions from this page

• Click an account to open its register and see individual transactions with running balances.
• Start a reconciliation using the reconcile action for an account. Reconciliation compares your posted entries to a bank statement and flags anything that doesn't match.
• Add a new account via the account creation flow. See Creating a New Account for the full walkthrough.
• Manage bank feeds if your organization uses Mercury, Teller, or another supported provider — see Bank Feeds.
• Edit account reference data — account number, routing number, payment processor details, or credit card details. These are stored encrypted and edited from the account details page.

• Total cash matches your mental model. If the total surprises you, drill into individual accounts to find where the unexpected balance lives.
• No account has been sitting unreconciled for more than a month. Monthly bank reconciliation is standard practice and catches errors, fraud, and duplicate entries early.
• Unreconciled item counts are trending toward zero. A growing unreconciled count usually means a bank feed or reconciliation workflow has drifted and needs attention.

• Treating Bank and Cash totals as "available to spend." A positive cash position isn't the same as unrestricted cash. If a portion of your balance is grant-restricted or board-designated, you can't spend it on general operations. Use the Fund Transactions report or the Statement of Financial Position to see the restricted vs. unrestricted split.
• Ignoring a "never reconciled" account. A bank account that has never been reconciled against a real bank statement has no external verification. Its balance is only as accurate as the data that was entered. Run a reconciliation as soon as possible, even if it's just for the most recent month.
• Forgetting to link the BankAccount record to a ledger account. If you see a bank account showing "No ledger account linked," the reference data exists but it's not wired up to the accounting side. Open the account and set the ledger account, or the balance won't compute.
• Using Bank and Cash to record new transactions. This page is for managing accounts and viewing balances, not for entering transactions. Use Quick Entry, Voice Entry, or the transaction form to record activity — the balances here will update automatically.