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Bank Statement Import and Levy Reconciliation Guide

Stratapilot · Help Centre Last updated: July 2026

Overview​

Stratapilot reconciles levy payments from your scheme's bank transactions by importing a CSV bank statement you export from your online banking. There is no live bank connection — you stay in full control of what data enters the platform, and Stratapilot never has any access to your bank account.

What the platform reads: only the rows in the CSV file you upload. Stratapilot has no connection to your bank — it cannot see your balance, initiate payments, or read anything you don't upload.

Who can import: only the Treasurer or a scheme Administrator can upload bank statements and reconcile transactions.

Note: earlier versions connected directly to banks via the Consumer Data Right (CDR) Open Banking framework. That live connection has been retired in favour of CSV import, which needs no consent flow, no third-party data recipient, and works with any bank that can export a transaction CSV.

Prerequisites​

Before importing, ensure:

  1. You have the Treasurer or Admin role in the scheme.
  2. You can export a transaction history as a CSV file from the body corporate account's online banking (all major Australian banks support this — e.g. Commonwealth Bank, ANZ, NAB, Westpac).
  3. You have reviewed the privacy implications — see Privacy Policy — Section 3.3 for details on what financial data is stored and how it is handled.

Step 1 — Export a CSV from Your Bank​

  1. Log in to the body corporate account's online banking.
  2. Open the operating (levy collection) account's transaction history.
  3. Export the transactions for the period you want to reconcile as a CSV file.
  4. Most Australian banks' CSV exports work out of the box; the importer detects the date, description, and amount columns automatically.

Step 2 — Upload and Preview​

  1. Go to Settings → Bank Connection (or the scheme's Banking page).
  2. In Bank statement import, choose the CSV file you exported.
  3. Stratapilot runs a dry-run preview before anything is saved, showing:
    • how many new transactions will be imported,
    • how many are duplicates of transactions already imported (these are skipped), and
    • any rows that could not be read.
  4. Review the preview. If it looks right, click Import.

Re-importing an overlapping statement is safe: transactions already imported are detected as duplicates and skipped, so you can upload each month's statement without double-counting.

Step 3 — Review the Import Result​

After importing, Stratapilot shows a summary: how many transactions were imported, duplicates skipped, rows failed, and how many were automatically matched to a levy versus left unmatched for review.

How Reconciliation Works​

Each imported credit transaction goes through a matching process to link it to the levy it pays.

Step 1 — Reference ID lookup​

Each levy notice issued by Stratapilot contains a unique reference ID (e.g. SP-240315-LOT04). When a lot owner pays their levy, they include this reference ID in the payment description. The importer scans each transaction's description for an exact match to a known reference ID and, if found, matches the payment to that levy with high confidence.

Step 2 — Fuzzy match​

If no exact reference is found, the importer applies fuzzy matching (a Levenshtein distance threshold) to handle minor typos, missing dashes, or abbreviated references, producing a confidence score. Matches below the confidence threshold are not auto-matched.

Step 3 — Amount guard​

To prevent incorrect fuzzy matches, the transaction amount is compared to the outstanding levy amount. If they differ by more than 5%, the fuzzy match is rejected and the transaction is sent to the Unmatched queue for manual review.

Matched transactions​

Automatically matched transactions are recorded against the lot's levy balance.

Unmatched transactions​

Unmatched transactions appear in Bank Transactions → Unmatched:

  1. Review each unmatched transaction — the description and amount are shown.
  2. If you can identify the matching levy, click Match manually, search for the lot owner or levy record, and confirm the match.
  3. If the transaction is not a levy payment (e.g. an interest credit or a reimbursement), categorise it as other and it leaves the unmatched queue.
  4. Genuine levy payments made with no or an incorrect reference should be matched manually, and the lot owner advised to use the correct reference ID next time.

Tip for lot owners: always copy the exact reference ID from your levy notice into the payment description. This ensures automatic matching and avoids your payment sitting unmatched.

Keeping Reconciliation Up to Date​

Because import is manual, reconcile on a regular cadence — for example, upload the latest statement weekly or at each levy due date. The import history on the Bank Connection section shows when the last statement was imported so you can see how current your reconciliation is.

Privacy and Data Handling​

Stratapilot stores the transaction data you import on behalf of the body corporate. Key points:

  • Only Treasurer and Admin roles can view bank transaction data.
  • Lot owners cannot see the scheme's raw bank transactions — only their own levy payment history.
  • Stratapilot has no live link to your bank; it only holds what you upload, and never sells, shares, or uses that data for anything other than reconciliation within the platform.
  • Data is retained for the life of the scheme's subscription, plus the 90-day export window after termination.

For full details, see Privacy Policy — Section 3.3 (Financial Information).

Frequently Asked Questions​

Does Stratapilot connect to our bank? No. There is no live bank connection. You export a CSV from your online banking and upload it. Stratapilot can never see your balance or move money.

Which banks are supported? Any bank that can export a transaction CSV — which is effectively all Australian banks. The importer auto-detects the date, description, and amount columns.

What if I upload the same statement twice? Overlapping transactions are detected as duplicates and skipped, so re-importing is safe and never double-counts.

What happened to the Open Banking / CDR connection? The live CDR Open Banking connection was retired. Reconciliation now uses CSV import, which needs no bank consent flow and no third-party data recipient.

What if a payment has no reference or the wrong one? It lands in the Unmatched queue. Match it manually to the correct levy, then ask the lot owner to use the reference ID from their levy notice in future.

This guide documents Stratapilot platform behaviour. Bank CSV exports are produced by your bank; Stratapilot only reads the file you upload.