Undeposited Funds & Deposit Clearing Tracker

The problem this kills

Your undeposited-funds account is the one that never quite reconciles. You take in a stack of customer payments - a check here, two checks and some cash there, a card batch - and the bank doesn't record them one at a time. It records the lump-sum deposit: a single $3,412.07 line that is really five customer payments you walked to the bank on Tuesday. Your books know the five payments. The bank knows the one deposit. Undeposited funds is supposed to be the holding pen between those two facts - and it stays bloated because nobody has the patience to prove which payments add up to which deposit.

So the balance drifts. Stale checks that were never actually deposited sit in there for months. A deposit gets entered twice. A cash-and-check mix throws off your tie-out by exactly the cash amount. At month-end you stare at a number you can't explain and "plug" it - which is the accounting version of sweeping it under the rug.

This tool does the matching you'd never do by hand: it takes your received payments and your bank deposits and figures out which payments make up each bank deposit, including messy cash-plus-check batches. You confirm each batch, it clears those payments out of undeposited funds, and whatever is left is genuinely still in the drawer - aged so you can see what's gone stale.

What you'll build

A private, login-gated web app where you (and only your team) can:

• Import a list of received customer payments (customer, amount, date, method) and a CSV of the bank's deposit lines.
• Auto-batch - the agent proposes candidate deposit batches: which received payments sum to each bank deposit, handling multiple payments per deposit and cash + check mixes, each with a confidence score and a plain-English reason.
• Review and confirm each proposed batch against its bank deposit - the human gate. Accept, edit the batch, or build one by hand.
• Clear undeposited funds - confirming a batch generates a clearing entry that moves those payments out of the undeposited-funds holding account and into the bank.
• See what's truly still undeposited - an aging report of every received payment not yet matched to a bank deposit, bucketed by how long it's been sitting (0-7, 8-30, 31-60, 60+ days).
• Export the clearing entries (in the exact columns your accounting system expects) and the aging report as CSV.

Every batch confirmation, clearing entry, and override is written to an audit trail with who and when.

What's inside the Implementation Plan

• It interviews you first. Before it builds anything, the plan has the AI agent ask you about your payment intake (who logs payments, in what system), your exact CSV column names, how you currently assemble a deposit, whether cash and checks ride together, your typical and peak deposit sizes, your undeposited-funds account code, and your messiest edge cases (partial deposits, voided checks, card-processor fees netted out of the deposit, bounced checks). It reads a short tailored spec back to you, you give a thumbs-up, and only then does it build - so you get a tool shaped to how you actually deposit money, not a generic template.
• A step-by-step build with a ready-to-paste prompt at the end of every step.
• The full data model: received payments, bank deposits, batch proposals, clearing entries, and the audit log.
• The batching engine that sums payments to each bank deposit, including cash + check mixes and fee-netted card batches, with confidence scoring you can tune.
• A "No API yet?" fallback so the whole thing works from CSV imports today, with no bank or accounting integration required.
• A verification checklist so you know the undeposited-funds balance actually ties to truly-not-yet deposited items before you trust it.

The governance it includes (this is the point)

This isn't a throwaway script - it's an internal tool you can defend in an audit:

• Login so only your team can open it.
• Row-level security so each organization only ever sees its own payments and deposits.
• A complete audit trail - every proposed batch, every human confirmation, every clearing entry and override, with the user and timestamp.
• A hard human-in-the-loop gate - the AI only proposes batches; no clearing entry is created until a person confirms the batch matches the bank deposit to the penny. A confirmed batch is locked.
• Duplicate guards - a fingerprint on every payment (deduped on payment-id) and every bank deposit means the same payment can't be deposited twice and the same deposit can't be cleared twice.

Who it's for

Bookkeepers, staff accountants, and office managers whose undeposited-funds (a.k.a. "payments to deposit" or "cash clearing") account never reconciles because deposits go to the bank in batches. If you take in customer payments and walk lump sums to the bank, and you're tired of guessing which payments made up which deposit, this is for you. No development background needed.

You've got this - paste the first prompt and let the agent interview you.