How to reconcile tuition bank transfers using the last 5 digits

Why ask parents for the last 5 digits of their account?

A bank statement usually shows only the amount, the date and part of the sending account number, not the student's name. When several parents transfer the same amount, the amount alone can't tell you who paid; the last 5 digits plus the date match each line to the right student.

The 4 steps of reconciliation

1. 1

   Collect transfer reports

   Ask parents to report the date, amount and last 5 digits of their account after transferring, optionally with a screenshot.

2. 2

   Download or view your bank statement

   Look up incoming transactions for the period in online banking.

3. 3

   Match line by line

   Only count a match when the amount, date and last 5 digits all agree. Screenshots are supporting evidence; the bank statement is what counts.

4. 4

   Confirm or send back

   Confirm matches, add the lessons and issue a receipt; send back anything that doesn't match with the reason so the parent can correct it.

Common reconciliation cases

• Amount doesn't match: the parent paid too little or too much. Send it back explaining the difference rather than confirming part of it.
• Several identical amounts on the same day: tell them apart by the last 5 digits; if those match too, ask for a screenshot.
• Reported but not found: some transfer methods only arrive the next business day, so check again one business day later.
• Transferred without reporting: look up which parent the last 5 digits belong to, then ask them to submit a report.

How often should I reconcile?

Tutors with few students can reconcile once a week. For tutoring centres, we recommend finance staff handle it every day or two, so it doesn't pile up and become hard to match.

Reconcile bank transfers with Kebao

When parents choose bank transfer on LINE, they see the amount and your account. After transferring, they report the date, amount and last 5 digits directly (screenshot optional). You or a finance member confirm or send back each report on the Reconcile page, in bulk if you like; once confirmed, the system adds the lessons, issues a receipt and notifies the parent. Screenshots are deleted automatically after 6 months, and reconciliation records export to CSV.