Features

ePayRecon takes two lists — the payments your bank received and the people who might be paying — and tells you which payment belongs to whom. Here is everything it does.

Your list of people

• Upload a CSV, XLS or XLSX, or paste straight from a spreadsheet. Map the columns once: name (or first and last), the school's own ID, grade or group, and any number of parents, guardians and relatives with their emails and phones.
• Call them what your organization calls them: Students by default, or Clients, Members, Tenants, Families, Players — or a word of your own.
• Upload the list again whenever it changes: existing records are updated by account number, school ID or name, never duplicated.
• Add and edit by hand, group siblings into a family, and mark people inactive when they leave (their payment history stays).

Account numbers

• Every person gets an account number, unique in your organization: your prefix and a sequence, such as EP-1042. Digits only after the prefix, so there is no O-or-zero confusion in a memo.
• Optional check digit (EP-10427): one mistyped digit or two swapped digits make a number that isn't valid, so a typo is never matched to someone else.
• Numbers are permanent: given once when someone is added and never edited, changed by a re-import or reused — even after a record is deleted. A duplicate can be merged into the right record, and its number keeps matching.
• Prefer the school's own IDs? Use them as account numbers instead (taken when the person is first added).
• Family numbers for siblings: a payment that quotes one is split across the family.
• Print a "How to pay" notice for each family — your Zelle email or phone and "put EP-1042 in the memo" — one at a time or for everyone at once, or export a mail-merge CSV.

Payment imports

• CSV, XLS, XLSX and PDF statements. Spreadsheets and PDFs are read in your browser; our server checks everything again before saving.
• Scanned statements and phone photos (JPG, PNG, HEIC) are read with text recognition (OCR) right in your browser — up to 20 pages a file, turned and straightened automatically, with hard-to-read pages flagged.
• The columns are recognized automatically — date, amount (or separate credit and debit columns), description, payer, type and reference — and you can change any of them on a preview before importing.
• Payer names are pulled out of memo text such as "Zelle payment from JOHN A SMITH Conf# …", "ZELLE FROM SMITH JOHN ON 10/01 REF #…", "Online transfer from …" and ACH originator names, for Chase, Bank of America, Wells Fargo, TD, Capital One, PNC and similar formats.
• A PDF laid out in a way the reader can't follow? "Read with AI" lists its transactions (account numbers are removed first).
• Only incoming payments are imported unless you choose otherwise. Overlapping statements are recognized, so nothing is counted twice.
• Full bank account numbers are never kept — only the last four digits.

Matching

1. Account number in the memo — the strongest signal, with or without the dash, in any case, or without the prefix when that is unambiguous.
2. Your rules — "payments from this payer are for this student", applied automatically and labelled as a rule.
3. Names — exact, then normalized (case, punctuation, middle initials, Jr/Sr, nicknames like Bill/William and Bob/Robert, LAST FIRST order, hyphenated and compound surnames), then fuzzy spelling, then surname only (a lower confidence, with the choices listed).
4. The memo mentions the student — "tuition for Maya grade 3" or the school ID.
5. AI, on by default — runs by itself after each upload for what is still unmatched or ambiguous, in batches (turn it off any time, in Settings or on the upload screen), with the data limited as described on the security page.

Every payment shows its best match, a confidence (High, Medium or Low), the reason and the method.

Review

• Filter by unmatched, low confidence, method, date range and amount.
• Reassign inline with a searchable list (search by name or account number), split a payment between siblings by amount, or mark it "not a student payment".
• Accept every high-confidence match at once, select many and assign them together, and make "always match this payer to …" rules in one click.
• Keyboard shortcuts for everything, and Undo.

Schedules and balances

• Schedule rules by grade, property, team or level: monthly on a set day, twice a month, weekly, per term on set dates, yearly, or a custom list of dates and amounts — each a named charge line (tuition, bus fee, rent, dues).
• Per-person changes: a different amount or schedule, an exemption (a scholarship), a one-off charge or credit — shown side by side with what they inherit, and logged.
• Leases for tenants with due day, grace period, automatic late fees, prorated first and last months and a security deposit kept apart from rent.
• Sibling discounts, third-party payers who pay fixed portions for several people (a housing authority, a subsidy agency), and grade changes mid-year.
• Payments are applied to the oldest charge first, so every statement shows which instalment each payment covered: Paid, Ahead, Partially paid, Overdue or Not yet due.
• On the review screen, each payer's payment is checked against what was due for the people they pay for — short in red, over in orange.

For every kind of organization

Schools, landlords, childcare, sports clubs and camps, lessons and tutoring, HOAs, membership clubs, churches and nonprofits, small businesses — or your own words. The type sets the words on every screen, report and notice, the schedule templates and reports offered, and the features switched on; you can change any of it. Who it's for.

Reports and exports

• A gallery of ready-made reports with date presets (this month, last month, this quarter, year to date, last 12 months, calendar years, custom): payments by person or family, statements and ledgers with a running balance, balances and aging (current, 1–30, 31–60, 61–90, 90+), upcoming charges, monthly summary, payments by payer, unmatched and ignored payments, matching activity and deposit reconciliation — plus rent roll and deposits held for landlords, year-end tax statements for childcare and contribution statements for nonprofits.
• Save any report with its filters under "My reports".
• Export to CSV, Excel (XLSX) or PDF, or print. Exports are safe to open: cells are never interpreted as formulas.
• An audit log of who imported, assigned, changed and exported what — viewable and exportable by Owners.

Teams

• Invite colleagues as Owner, Staff (import, match, review) or Viewer (can look, not change).
• Sign in with email and password or Google, with optional two-factor codes from an authenticator app — which an Owner can require for everyone.

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