How to Do a Bank Reconciliation in AppFolio Property Manager
A bank reconciliation ties the bank statement for a period to the cash activity recorded in AppFolio. Every deposit and check on the statement is matched to an AppFolio entry and marked cleared, and anything left over is explained as a reconciling item such as a deposit in transit.
This guide follows a real recording of a monthly reconciliation for one checking account: pulling the statement PDF from Google Drive, verifying the AppFolio account, clearing items on the Bank Reconciliation screen, confirming the reconciliation, and producing an Excel report and email for review.
- Who does itProperty accountant prepares; controller reviews
- How oftenMonthly per bank account
- Steps12 steps · 5 systems
- By hand3–18 hours per week across a portfolio
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent opens Google Drive, navigates to Statements > 2026 > 09. Sep and reads the Demo Bank statement for 09/25/2026–10/24/2026. In AppFolio it filters Bank Accounts by account number 6789, verifies Demo Account at Demo Bank, then opens Bank Reconciliation with a beginning balance of $0.00, ending balance of $499.25 and ending date 10/24/2026. It clears the four items that match the statement (DEP-1005 and payments 4201, 4202 and ACH-1014), leaves the $250.00 late deposit DEP-1018 uncleared so the cleared balance equals $499.25, and opens the Confirm Reconciliation dialog. It then saves a five-tab Excel reconciliation report beside the statement in Drive and prepares a Gmail draft with the report attached.
- 0:37Locate the bank statement in Google Drive
- 1:02Read the statement header and balances
- 1:12List every transaction on the statement
- 1:47Find the bank account in AppFolio
- 1:57Verify the account matches the statement
- 2:12Open Bank Reconciliation and enter the statement values
- 2:37Compare AppFolio items to the statement
- 2:52Mark matched items as cleared
- 3:12Check the cleared balance against the ending balance
- 3:17Confirm the reconciliation
- 3:47Save the reconciliation report to Drive
- 4:07Draft the email to the account contact
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- AppFolio Property ManagerBank Accounts list and Bank Reconciliation screen where items are cleared and the reconciliation is confirmed
- Google DriveHolds the monthly bank statement PDF and receives the Excel reconciliation report
- Bank statement PDF (Demo Bank)Source of the statement period, beginning and ending balances and every deposit and payment line
- Excel workbookReconciliation report with Matched, Unmatched - Bank, Unmatched - Appfolio, Results Report and Rules tabs
- GmailDraft email to the account contact with the report attached, left unsent for review
What you start with
- Bank statement PDF Demo_Bank_Statement_2026-09-25_to_2026-10-24.pdf in Google Drive
- AppFolio bank account register (uncleared deposits and payments)
- Matching rules agreed for the account
What you end with
- AppFolio bank reconciliation for Demo Account through 10/24/2026, ready to confirm
- Excel reconciliation report saved in the 09. Sep Drive folder
- Gmail draft with the report attached
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Google Drive Locate the bank statement in Google Drive
- 02 Action · Bank statement PDF Read the statement header and balances
- 03 Action · Bank statement PDF List every transaction on the statement
- 04 Action · AppFolio Property Manager Find the bank account in AppFolio
- 05 Decision · AppFolio Property Manager Verify the account matches the statement Yes Open Bank Reconciliation for this account No Stop and find the correct account; never reconcile a statement against the wrong account
- 06 Action · AppFolio Property Manager Open Bank Reconciliation and enter the statement values
- 07 Action · AppFolio Property Manager Compare AppFolio items to the statement
- 08 Action · AppFolio Property Manager Mark matched items as cleared
- 09 Decision · AppFolio Property Manager Check the cleared balance against the ending balance Yes Click Reconcile No Find the difference (missed item, wrong amount, item in the wrong period) before reconciling
- 10 · Human review · AppFolio Property Manager Confirm the reconciliation
- 11 Action · Google Drive / Excel Save the reconciliation report to Drive
- 12 · Human review · Gmail Draft the email to the account contact
Step-by-step: how to do it
-
Action · Google Drive · 0:37 in the video
Locate the bank statement in Google Drive
Open My Drive > Statements, then the year folder and the month folder for the period you are reconciling. Open the statement PDF and confirm the file name matches the bank and period you expect.
In the videoMy Drive > Statements > 2026 > 09. Sep > Demo_Bank_Statement_2026-09-25_to_2026-10-24.pdf
-
Action · Bank statement PDF · 1:02 in the video
Read the statement header and balances
Write down the bank, account type and last four digits, the statement period, the beginning balance, total deposits, total checks and payments, and the ending balance. The ending balance and end date are what you will enter in AppFolio.
In the video- Bank
- Demo Bank
- Account
- Checking ******6789
- Period
- 09/25/2026–10/24/2026
- Beginning
- $0.00
- Deposits and credits
- $1,200.00
- Checks and payments
- $700.75
- Ending
- $499.25
-
Action · Bank statement PDF · 1:12 in the video
List every transaction on the statement
Record each deposit and each check or payment with its date, check number or reference, description and amount. This list is what you will tick off against AppFolio.
In the video- DEP-1005 · Demo service receipts
- Date
- 10/05/2026
- Amount
- $1,200.00
- Check 4201 · Demo maintenance vendor
- Date
- 10/02/2026
- Amount
- $425.00
- Check 4202 · Demo supplies vendor
- Date
- 10/08/2026
- Amount
- $180.00
- ACH-1014 · Demo utility payment
- Date
- 10/14/2026
- Amount
- $95.75
-
-
Action · AppFolio Property Manager · 1:47 in the video
Find the bank account in AppFolio
Go to Accounting > Bank Accounts and filter on Account Number using the last four digits from the statement. Note the last reconciliation date shown in the list.
In the video- Filter
- 6789
- Results
- 1 of 1
- Account
- Demo Account, Demo Bank, ******6789
- Last reconciliation
- 09/24/2026
-
Decision · AppFolio Property Manager · 1:57 in the video
Verify the account matches the statement
Open the bank account and compare Bank Name and Account Number with the statement. Only reconcile if both agree.
- If yes Open Bank Reconciliation for this account
- If no Stop and find the correct account; never reconcile a statement against the wrong account
In the video- Bank Name
- Demo Bank
- Account Number
- ******6789
- Account Type
- Business Checking
-
Action · AppFolio Property Manager · 2:12 in the video
Open Bank Reconciliation and enter the statement values
From the account's Tasks menu choose Reconcile. Check that the beginning balance and beginning statement date carry forward from the last reconciliation, then enter the Ending Balance and Ending Statement Date from the statement.
In the video- Account to Reconcile
- Demo Account
- Beginning Balance
- $0.00
- Beginning Statement Date
- 09/25/2026
- Ending Balance
- 499.25
- Ending Statement Date
- 10/24/2026
- Cleared Balance
- Starts at $0.00 (under $499.25)
-
Action · AppFolio Property Manager · 2:37 in the video
Compare AppFolio items to the statement
Review the Deposits and other Credits list and the Checks and other Payments list. Compare each line with your statement list, matching checks by check number and other items by amount, date and reference.
In the video2 uncleared deposits totaling $1,450.00 and 3 uncleared payments totaling $700.75.
- DEP-1005 Uncleared
- Amount
- $1,200.00
- DEP-1018 · Demo late deposit Uncleared
- Amount
- $250.00
- Date
- 10/18/2026
-
-
Action · AppFolio Property Manager · 2:52 in the video
Mark matched items as cleared
Tick the checkbox beside every AppFolio item that appears on the statement. Leave anything that is not on the statement unticked; it carries forward as an outstanding item.
In the video- Payments cleared
- 3 of 3 ($700.75)
- Deposits cleared
- 1 of 2 ($1,200.00)
- Checks 4201 and 4202 Matched by check number
- ACH-1014 and DEP-1005 Matched on amount, date and reference
- DEP-1018 Left uncleared
- Amount
- $250.00
-
Decision · AppFolio Property Manager · 3:12 in the video
Check the cleared balance against the ending balance
Look at the Reconciliation Summary. Ending Balance, Cleared Balance and Adjusted Cash Balance must agree to the cent before you reconcile.
- If yes Click Reconcile
- If no Find the difference (missed item, wrong amount, item in the wrong period) before reconciling
In the video- Ending Balance
- $499.25
- Cleared Balance
- $499.25
- Adjusted Cash Balance
- $499.25
-
Human review · AppFolio Property Manager · 3:17 in the video
Confirm the reconciliation
Click Reconcile. The Confirm Reconciliation dialog warns that no further changes can be made and offers to show cleared deposits and checks on the final report and to open the report. Review once more, then choose Yes or No.
In the videoConfirm Reconciliation dialog with both options ticked; the recording stops at this dialog with confirmation pending
-
Action · Google Drive / Excel · 3:47 in the video
Save the reconciliation report to Drive
Save a workbook next to the statement with tabs for matched items, unmatched bank items, unmatched AppFolio items, a results summary and the matching rules used. Record the rule behind each pairing so a reviewer can follow it.
In the videoAppfolio_Reconciliation_Report_Demo_Bank.xlsx in 09. Sep.
- Matched tab
- 4 rows with rule [1:1]
- Results
- 4 bank transactions reconciled to 4 AppFolio transactions, 1 AppFolio deposit unmatched
- DEP-1018 'Unreconciled - no matching bank credit'
- Date
- 2026-10-18
- Amount
- $250.00
-
Human review · Gmail · 4:07 in the video
Draft the email to the account contact
Write an email that names the account (last four digits) and statement period and attach the report. Save it as a draft so it can be reviewed before sending.
In the video- Subject
- 'Appfolio Reconciliation Report - Demo Bank'
- Body
- Cites account ending 6789 and September 25 through October 24, 2026
- Attachment
- Report attached
- Status
- 'Draft saved'
Rules, exceptions and controls
Rules to follow
- The new statement period starts the day after the last reconciliation (last reconciled 09/24/2026, new period from 09/25/2026), and the beginning balance must equal the prior ending balance.
- Match checks one-to-one by check number; match other items on amount, date and reference.
- Cleared balance must equal the statement ending balance to the cent before you click Reconcile.
- Only tick items that actually appear on the statement; never clear an item to force the balance.
- Record the rule used for each pairing in the report.
When something doesn't match
- AppFolio deposit with no matching bank credit: leave it uncleared as a deposit in transit and list it on the unmatched tab (DEP-1018, 10/18/2026, $250.00).
- Bank lines with no AppFolio entry, such as bank fees, NSF returns or unrecorded ACH debits: list them on the Unmatched - Bank tab and route to an accountant before any journal entry is posted.
- Account in AppFolio does not match the statement's bank name or last four digits: stop and locate the correct account.
- Cleared balance does not equal the ending balance: do not reconcile until the difference is explained.
Controls and audit trail
- Bank name and account number verified before reconciling.
- Confirm Reconciliation locks the reconciliation from further changes, so it is reviewed first.
- Report includes a Rules tab showing why each item was matched.
- Email left as a draft for review before sending.
- Accountant prepares; controller reviews and signs off the period.
Practitioner tips
- Check the last reconciliation date in the Bank Accounts list first; a gap means a prior month was skipped.
- Treat a deposit in transit that is still open next month as a red flag and investigate it.
- Flag reconciling items older than a set threshold (for example 60 days) for follow-up.
- File the statement and the signed reconciliation together by property and period so the close binder is complete.
- AppFolio's Bank Feed and Auto Bank Reconciliation features can pre-match items, but the cleared balance still needs the same review.
About this recording
In the recording, the agent read the statement from Google Drive, verified the AppFolio account, cleared the four matching items and brought the reconciliation to the Confirm Reconciliation dialog. It also saved the Excel report and left a Gmail draft for a person to review and send.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do you do a bank reconciliation in AppFolio?
Go to Accounting > Bank Accounts, open the account and choose Reconcile from Tasks. Enter the statement ending balance and ending date, tick each deposit and check that appears on the statement, and click Reconcile once the cleared balance equals the ending balance.
What do I do with a deposit in AppFolio that is not on the bank statement?
Leave it uncleared. It carries forward as a deposit in transit and should clear on the next statement. In the recording, a $250.00 late deposit dated 10/18/2026 was left uncleared and listed on the report's Unmatched - Appfolio tab.
Why doesn't my cleared balance match the statement ending balance in AppFolio?
Usually an item was missed or ticked in error, an amount was keyed differently, or an item belongs to another period. Compare each statement line with the cleared items until the difference is zero; do not reconcile with a difference.
Can I change an AppFolio bank reconciliation after confirming it?
The Confirm Reconciliation dialog warns that no further changes can be made after you confirm, so review the cleared items and balances before choosing Yes.
What should a bank reconciliation report include?
Matched items, unmatched bank items, unmatched ledger items, a results summary and the matching rules used, so a reviewer can see why each item was cleared or left open.
Can an AI agent do a bank reconciliation in AppFolio?
Yes. As shown in the video, the agent works the same screens a person does: it reads the statement from Google Drive, clears matching items in AppFolio, checks the balance and prepares a report and email draft, with a person confirming the reconciliation and sending the email.