With the finAPI interface, ZEP retrieves the transactions of your business account and places them next to your open invoices under Billing > OP reconciliation. For every incoming payment, ZEP proposes the matching invoice, and one click documents the payment. finAPI is the provider through which the connection to the bank runs.
Data direction: bank → ZEP
Product Line Availability
Note: Bank reconciliation is included from ZEP Operations upwards, because it builds on the Billing area. No additional booking is required.
The interface requires the Invoicing area, as the reconciliation runs against your outgoing invoices from ZEP.
Setting up the bank account is reserved for administrators. In the OP reconciliation, administrators and employees with the controller role work with the data.
Requirements
For the setup you need:
A current account at a bank that participates in PSD2 online banking access. Other account types such as savings, securities or credit card accounts are not offered.
The online banking credentials for that account and the means of approval, that is a TAN procedure or banking app
The Invoicing area, so that open invoices exist
Administrator rights in ZEP
Tip: Signing in at your bank takes place in a window provided by finAPI. Allow pop-up windows for ZEP in your browser beforehand, otherwise the setup stops with a corresponding message.
Connecting a Bank Account
Open Administration > My Company > Bank details. The list shows the bank accounts of your company.
If the account has not been created yet, choose Create new bank account and fill in at least Short form and IBAN. Save with Save and connect with FinAPI.
If the account already exists, choose the Connect with FinAPI action in its row.
ZEP opens a window provided by finAPI. Select your bank there, sign in with your online banking credentials and approve the access with a TAN or your app.
Close the window. ZEP reports Connection established successfully and the row changes to the status Active.
Note: You enter your online banking credentials exclusively in the finAPI window. ZEP does not get to see them and does not store them.
Once connected, the list shows Status, Balance, TX (30 Days) and Incoming (Month) for each account. ZEP retrieves the transactions once a day at night, covering the past 90 days on the first retrieval.
Note: Only your company’s bank accounts are listed here. Bank accounts you have assigned to a department cannot be connected to finAPI.
Extending the Approval
The approval you have granted your bank is limited in time. The status in the list tells you where you stand:
Active — the connection is in place, transactions are being retrieved.
Expires — the approval ends soon. Transactions still arrive. Choose Extend in the row.
Expired — the approval has ended, no further transactions arrive. Choose Reactivate.
Not connected — the account exists in ZEP but is not connected to the bank.
Extend and Reactivate both lead to the same finAPI window as the initial setup. You sign in at your bank again and grant the access anew.
Warning: ZEP does not remind you of an expiring approval by itself. Check the list of bank accounts regularly, otherwise transactions stop arriving unnoticed.
Disconnect ends the connection. Transactions already retrieved remain in ZEP, no new ones are added.
Reconciling Transactions and Invoices
The daily work takes place under Billing > OP reconciliation. The page has two tables which you switch between at the top right: Revenues and Invoices. ZEP remembers which table you had open last.
Reading the Match Levels
In the Revenues table, the Match/Status column is the most important one. It states how confident ZEP is about its proposal:
Confident — the invoice number appears in the payment reference and the amount matches the open amount of the invoice to the cent. Upper and lower case as well as spaces, hyphens and slashes in the invoice number make no difference.
Check — ZEP has found an invoice, but the assignment is not unambiguous. That is the case for a partial payment, for a match based on the customer name alone, or when the invoice found has already been paid.
No match — ZEP has not found a matching invoice, for example with rent, salaries or bank charges.
Once a transaction has been decided, the same column shows the outcome: Assigned for a documented payment, No assignment for a transaction that belongs to no invoice.
Example: An incoming payment of 1,190 euros with the payment reference "RG-2026-0042" matches invoice RG/2026/0042 for 1,190 euros as Confident. If 500 euros arrive instead, an amount stays open and ZEP shows Check.
Assigning a Transaction
Three actions are available per row:
Apply suggestion — the proposed invoice is documented as paid.
Assign invoice — you choose the invoice yourself. The window shows booking date, amount, client and payment reference for checking, and below them the Invoice selection list with invoice number, amount and title. If a proposal already exists, the action reads Assign a different invoice.
Do not assign to any invoice — the transaction leaves the working list and is set to No assignment.
If a transaction does not settle the invoice in full, you decide while assigning whether the remaining amount stays open or is written off. Writing it off closes the invoice with an open amount of zero. A decision already made can be changed with Edit assignment.
Several Transactions at Once
Two bulk actions are available for similar rows. Mark the rows concerned and choose Accept confident matches on this page or Ignore transactions without matches on this page. ZEP only touches the rows the action actually applies to and afterwards reports how many of them were affected.
Warning: Both bulk actions apply exclusively to the page of the table currently displayed, not to every match of a filter, and they cannot be undone. A maximum of 100 transactions can be processed per call.
Letting Confident Matches Book Themselves
The interface settings contain the Automatically book confident matches checkbox in the Open item reconciliation section. It is set by default. When it is set, ZEP documents an unambiguous match as a payment while the transactions are being retrieved, without any action on your part. Only the cases that need a decision then reach the OP reconciliation.
Switch the checkbox off if you want to confirm every payment yourself. An unambiguous match then also appears as a proposal with the level Confident and waits for your click.
Note: The automation applies to unambiguous matches only. Partial payments, matches based on the customer name and matches on an invoice that has already been paid are never booked automatically, they are always presented to you.
Adding Payments Without a Bank Transaction
Not every reduction has a bank transaction behind it. If a customer deducts a cash discount, a small amount stays open after the payment arrives even though the invoice is settled. You add that remainder directly at the invoice.
To do so, switch to the Invoices table in the OP reconciliation. The Amount received column holds two icons per row: Open Incoming Payment shows the payments already recorded, New Incoming Payment creates an entry. If the invoice has been settled in full, creating one is blocked.
In the form you choose between Payment and Reduction (e.g. cash discount) under Type and enter the date, the Gross amount and a Comment. Reductions appear in a column of their own in the overview, so that payment and reduction stay apart.
Note: Entries that originate from an assigned bank transaction can neither be changed nor deleted here. That applies to manual entries and reductions only. Correct a wrong assignment with Edit assignment in the Revenues table.
Limits of Bank Reconciliation
Six points matter when working with bank reconciliation:
ZEP does not transfer money. The interface reads transactions. You continue to initiate payments in your own online banking.
Current accounts only. Securities, credit card and savings accounts cannot be connected.
Outgoing invoices only. The reconciliation runs against the invoices from ZEP invoicing. Incoming invoices and receipts are not part of it.
Only incoming payments can be booked. Outgoing transactions are retrieved and displayed, but you cannot assign them to an invoice.
No currency conversion. Transaction and invoice must be in the same currency.
ZEP does not check the total. The assignment dialog also offers invoices that have already been paid in full. Assigning a further transaction there produces a negative open amount. When assigning manually, check the Open column.