The Smart Match Engine

The Smart Match feature uses a fuzzy name-matching algorithm to automatically link uncategorised bank transactions to your members. It is particularly useful when members pay using their name as the bank reference.

How It Works

1. Circlevine looks at all transactions that have no member assigned and have no category.
2. For each transaction, it scans the description and reference fields.
3. It compares these fields against the names of all your members using several matching strategies:
4. Exact substring match — The member's full name appears exactly in the description.
5. Word-level match — Individual words from the member's name appear in the description.
6. Fuzzy match — Approximate matching that handles typos and abbreviations.
7. Each match is given a confidence score (0–100%).
8. Amount matching provides a bonus boost — if the transaction amount matches the member's expected payment for an open event, confidence increases.

Using Smart Match

1. Navigate to Transactions.
2. Click Smart Match (if available).
3. Review the suggested matches. Each suggestion shows:
4. The transaction description and amount
5. The suggested member
6. The confidence score
7. Accept or reject each match.
8. Click Apply to link the accepted matches.

Accepted matches assign the transaction to the member and create a payment entry in their ledger.

Tips for Better Matching

• Ask members to use their full name or a consistent reference when making bank payments.
• Set up a standard reference format (e.g., "SUBS J SMITH") and communicate it to your members.
• Use automation rules with the "Identify member from reference" action for consistent, high-confidence matching.