Table of Contents
101: Overview of Balances
The Balances module gives you a centralized view of all connected banks and accounts, along with flexible ways to organize, group, and view balances across your organization. Think of Balances as more of a summary view, with the Reports module as your main HQ for creating detailed views of your cash.
View All Connected Banks & Accounts
With all connected banks and accounts in a single view, users can quickly confirm what’s connected (via automation or manually) and understand where your cash sits at any given point in time. Users can leverage the Search Bar, Group By, Currency Filters, and Column Filters to sift through, organize, and segment data.
Search Bar: Quickly identify specific accounts in the list below.
Group By: Segment accounts using the following options — Type, Bank, Entity, Region, Division, Currency, Manual/Automated/Virtual. Once grouped, you can expand or collapse each section to see the individual accounts that belong to it.
Currency Filters: View balances based on the currencies that are most important to you.
Column Filters: Show/hide columns to display only the data you need. Different columns represent different account attributes and balance types.
Upon expanding a grouping, users can see the individual accounts in the group, and the corresponding account details.
In the example above, the ¥28,951,403 balance amount for account *8697 being displayed is the Composite balance property (i.e. the most recent balance Trovata received from the bank). The balance is being displayed as of 12/30/2025. See below to further understand Balance Properties, Account Balance Timestamps, and Connections Methods in Trovata.
Balance Properties
Balance properties are the balance types that Trovata receives from the various institutions that are connected to your Trovata instance. We display both the local currency balance provided by the bank as well as the converted balance computed by Trovata (using Oanda rates). You will see balance types ending in "Converted" which means it is converted to the currency that the instance is set up to display. Descriptions for these properties can be found below:
Composite Balance: This is the default balance property displayed which aims to create a normalized and current balance picture for all accounts in the report. This displays the most recent balance Trovata has received from the bank and is based on the following ordering of balance properties: Composite Balance = Closing Ledger, if not = Closing Available, if not = Current Available, if not = Opening Ledger (the following day), if not = Opening Available (the following day).
Closing Ledger: Displays the Closing Ledger Balance provided from the institution for the day. When this balance property is not available it is substituted by the Closing Available Balance for the day.
Closing Available: Displays the Closing Available Balance provided from the institution for the day. This may vary from the Current Available or Opening Available (from the following day) based on cash availability/float activity in the account.
Opening Ledger: Displays the Opening Ledger Balance provided from the institution for the day. This may vary from the Closing Ledger (from the previous day) or Opening Available (of the current day) based on cash availability/float activity in the account.
Opening Available: Displays the Opening Available Balance provided from the institution for the day. This may vary from the Closing Available (from the previous day) or Opening Ledger (of the current day) based on cash availability/float activity in the account.
Current Available: The most recent Current Available Balance for the account as provided by the institution for the specific day.
Opening/Closing Ledger: This balance property will display both the Opening and Closing Ledger fields as provided by the bank for the specific day.
Account Balance Timestamps
As Of - The timestamp in the As Of column shows the local date and time for when your institution last sent a new file to Trovata.
Balance timestamps for accounts coming into Trovata via an automated feed (API or sFTP) are updated based on the last file we received.
Balance timestamps for accounts that are updated manually in Trovata are updated based on the last time a manual account balance was updated by a user.
Requested - The timestamp in the Requested column shows the local date and time for when Trovata requested the data from your institution.
Bank Connection Methods, File Types, and Data Refresh Timing & Frequencies
Trovata supports multiple bank connection methods and files types, with each offering various data refresh timing & frequencies.
Bank Connection Methods
API
Host to Host (H2H) — sFTP & SWIFT
File Types
MT (MT940/MT942/MT535)
BAI (BAI/BAI2)
CAMT (ISO 20022)
Data Refresh Timing & Frequencies
Prior Day Transactions & Balances
Usually the default upon initial connection setup, unless otherwise requested
Intraday Transactions & Balances
Bank dependent
Various refresh rates available (i.e. every 30 mins, hourly, or specific hours of the day)
Creating/Deleting Account Groups (Legacy)
NOTE:
Account "Groups" are custom fields that are used to segment your accounts. The names of these three fields cannot be changed at this time.
If the deleted Account Group doesn't disappear from the list immediately after deleting it, please try refreshing your browser or logging out and back in.
Creating Account Groups
Navigate to the Groups page in the sidebar
In the "Add Entity (Legacy)", "Add Region (Legacy)", or "Add Division (Legacy)" box, type the name of the grouping ID you'd like to use. Example: Users can use the Division (Legacy) custom field to make two selections that identify type of cash, "Restricted Cash" and "Non-Restricted Cash"
Note: Once a Group is created, its name cannot be edited. Instead, users must create an entirely new group.
Click the Plus Sign (+) to create the Account Group
Deleting Accounts Groups
Navigate to the Groups page in the sidebar
Under the Entity (Legacy), Region (Legacy), or Division (Legacy) columns, hover over the respective grouping ID that you'd like to delete
Click the Minus Sign (-) to delete the Account Group
Edit Account Details (Quick Edit Mode)
When accounts are grouped, users can update certain account details directly from the table using Quick Edit. Key columns include:
Account Number: Displays the last four digits.
Alias: A nickname for the account. You can edit this and search for it throughout Trovata.
Type: Values include Operating, Investment, Debt, and Other.
Entity, Region, Division (Legacy): Used to map account groups to your account structure for reporting.
Account Groups: Custom labels that allow you to filter and group accounts in reports. These act as flexible account-level tags.
Navigate to the Balances page in the sidebar
Use the dropdown to group by bank
Scroll down to the institution that contains the account(s) that you'd like to update
Click the 3 circles icon on the far right, then select "Quick Edit"
In the "Alias" column, click into the field to begin typing
Best Practice: We recommend updating the default values in this field, even if it has been auto-populated by the bank, as a personalized alias/nickname for the account is more valuable than the default value. (I.e. Use "Main Operating - BofA" instead of "Company Name")
In the "Type" column, use the drop-down menu to select the account type (Investment, Operating, Debt, Other)
In the "Entity", "Region", and "Division" columns, use the drop-down menu to select the appropriate group
In the "Bank" line, click into the field to begin typing
To save your changes, click the blue "Done" button in the top right corner
View Account Transactions & Balances
Click into an individual account to view:
Transaction history & metadata details
Detailed balance information, segmented by balance property
201: Account Classifications & Account Data Management
Trovata supports three main account classifications to help you maintain a complete and accurate view of your cash, regardless of how the data is sourced. Accounts can be marked closed and/or requested to be removed from Trovata when they are no longer in service.
Automated: Connected directly to your banks.
Manual: Manually entered into Trovata by users. Includes the option to:
Manually update balances
Automatically calculate balances when uploading manual transactions
Virtual: Automatically calculate a balance based off of a TQL transactions search
Automated Accounts
Automated accounts are connected directly to Trovata from your bank through the various connection methods mentioned above. Balances and transactions update on a daily basis and are delivered automatically, at various frequencies, without manual intervention. These accounts provide the most up-to-date and detailed cash activity available.
Manual Accounts
Identifier: 
If you have bank accounts that cannot be connected via automated reporting, you can manually add them to Trovata for tracking and reporting.
Commonly Use Cases
Accounts with limited or non-existent connectivity options
Investment Accounts
Regional Bank Accounts, Community Bank Accounts).
Cost savings
Creating a Manual Account Individually
Make sure you have the required permissions to create manual accounts
Navigate to the Balances page in the sidebar and click "New Account", then "Manual Account"
Follow the manual account setup flow:
Choose or Create an Institution
Enter Manual Account Info, including the start date for balance reporting.
Set an initial Opening Balance, then click Next.
Choose your method for managing Closing Balances:
Manual - Enter Closing Balances and transactions directly and upload new ones over time.
Calculated - Upload transactions to automatically calculate closing balances from the opening date. Optionally, toggle Ledger Offset to control how debits and credits are applied. This will allow the balance to update automatically from the selected start date. Use the toggle with "Calculated Balances" to turn this on for your manual account.
Finally, review your selections and click "Create Account".
NOTE:
Account number and currency cannot be changed after creation
To change either, the account must be deleted and re-added
Creating Manual Accounts in Bulk
Make sure you have the required permissions to create manual accounts
Navigate to the Balances page in the sidebar and click "New Account", then "Bulk Manual Account"
Use the "+" icon to add additional rows "-" to remove them
Enter or paste the required information into each row
Click “Done” in the top-right corner to finish creating the accounts
Updating Manual Account Balances
Navigate to the Balances page in the sidebar
Use the dropdown to group by bank
Scroll down to the institution that contains the account(s) that you'd like to update
Click the 3 circles icon on the far right, then select "Update Balances"
Select the applicable Date Range and Balance Type (options include Opening Available, Closing Available, Opening Ledger, Closing Ledger, and Current Available)
Type or copy and paste the desired values
Once done, click the blue "Done" button in the top right corner
Virtual Accounts
Identifier: 
A Virtual Account is an account type that enables managing a ledger of activity which corresponds and updates a set balance.
An opening balance for the account is set for a specific start date. Transactions from physical account(s) can be selected using transaction activity (TQL) search. This activity will calculate a running balance to generate subsequent closing and opening ledger balances.
When to use a Virtual Account
In-House Bank Account Balances: When one main account serves multiple entities, each requiring its own reporting
Lines of Credit (LOCs) or Other Debt Facilities: Paydown activity can be directly applied to the outstanding balance
Investment Account Balances: Sweeps from an operating account to an investment portfolio that does not have any reporting capability
Creating a Virtual Account
Make sure you have the necessary permissions to create a Virtual Account.
Go to the Balances page, click “New Account,” and select “Virtual Account.”
The setup form will appear on the right side of the screen.
Add your Virtual Account Info and select the start date for balance reporting. Then, input the initial Opening Balance.
Configure a TQL statement that defines the transaction activity used to calculate your daily closing balance.
Toggle Ledger Offset ON or OFF
ON: Treats debits as positive values and credits as negative. (Recommended for tracking credit-based or investment accounts.)
Finally, review your selections and click "Create Account".
Virtual Account Details
Click a virtual account to view:
Balances: Shows daily calculated balances
Transaction: Shows underlying activity from source accounts (denoted above the table in blue)
Balances from Virtual Accounts are available across all reporting modules in Trovata. Users can leverage the TQL property called "Trovata Account Type" to include or exclude virtual accounts.
Example TQL Statement: "Trovata Account Type IS NOT VIRTUAL"
Transactions from Virtual Accounts are only available:
At an account level on the Balances page or within Statements.
Note: If a statement includes both a Virtual Account and a source account with overlapping activity, transactions may appear duplicated.
Editing a Virtual Account
Click the pencil icon to access edit options. Click "Edit Account Information" to update
The Opening Balance Amount
The Date
The TQL Statement
NOTE: Editing either field will automatically recalculate all balances retroactively.
Marking Accounts Closed
In order for a user to mark an account as closed, they must:
Be entitled to the applicable account under "Data Resources" in User Settings and have the appropriate account permission called "Mark an Account as Closed" in user settings.
Check with a system administrator if you cannot see this option
Make sure the "Actions" column is visible in your accounts table on the balances page
Marking an Individual Account as Closed
NOTE: After the account is marked as closed, it will be removed from the Balances Page, but the data will still be available in reports and analysis. Moreover, keeping a closed account ensures its data remains part of historical actuals used for trend analysis.
NOTE: If accounts are removed, they will no longer serve as reference points in reporting and forecasting.
NOTE: If you need to reopen the account for any reason, please contact our customer support using the chat widget in the bottom right corner of the page.
Go to the balances page and find the account you would like to close in the table.
Click the three dots under the "Actions" column and select "Close Account". This will open a window titled "Confirm Account Closure".
In the Confirm Account Closure window, set the closing date of the account. This date should match the official closure date in your bank portal.
After reviewing the closing date and the account details, click "Close to complete the process.
Marking Multiple Accounts as Closed
Go to the balances page and locate the account group you would like to close in the table.
Click the three dots in the far right side of the row and select "Bulk Close Accounts". This will open a window titled "Close Accounts".
Select the individual accounts from the group you'd like to close, or select the top checkbox to choose all. Then click "Close Accounts"
In the Confirm Account Closure window, set the closing date of the accounts. This date should match the official closure date in your bank portal. Note that accounts with different closure dates should be closed individually.
After reviewing the closing date and the account details, click "Close" to complete the process.
Removing Data from Trovata
Trovata has clear processes and policies in place to remove data from both closed accounts and accounts that a customer wants removed from the system. These guidelines ensure proper data management and data privacy. Below is a detailed explanation of the procedures.
General Policy on Account Data Management
There are two primary ways that users can manage the removal or deletion of their bank account data:
1). Mark Account Closed in Trovata on the Balances Page
User driven process
Historical data remains in the system
Only users with the relevant entitlements can take this action
2). Contact Trovata Support to Permanently Remove Bank/Account Data
Trovata Support driven process
Historical data is removed from the system
Steps to Request Data Deletion
To ensure that your account data is deleted:
Submit an explicit request for data deletion through the in-product chat feature.
Wait for a confirmation that your request has been received and is under processing.
Upon review, Trovata will notify you once the deletion is complete.
NOTE: Without this request, your account’s historical data will remain stored in compliance with internal policies. Trovata retains the historical data of closed accounts for audit, compliance, or reference purposes. Upon termination, Trovata will purge the data.
Account Data Management FAQ
Q: What happens if I delete data from a manual account in Trovata?
A: Manual data that is deleted by a user will be removed from your instance and unrecoverable.
Q: Can I retrieve data after requesting deletion of an automated bank feed?
A: Once Trovata confirms and processes the deletion, the data cannot be retrieved. Make sure to back up any necessary information beforehand.
Q: How do I ensure the bank stops sending me data after a relationship is closed?
A: Users should contact their treasury management officer or other relevant bank contact at the respective institution once a connection is removed from Trovata to ensure they are no longer being charged by the bank.
Q: Is there a benefit to editing an account alias to indicate that it's "closed"?
A: Yes, although not required, it's best practice for users to update the account alias with "Closed" at the end to indicate its closure. This also helps when searching for accounts within Trovata to distinguish its status.
Q: When I close a bank account in the system, is the transaction history is preserved?
A: When you close a bank account in our system, the transaction history is preserved. You will still be able to access data from closed accounts in all main reporting modules throughout Trovata, including Analysis, Reports, Statements, Forecasts, Workbooks, and more.
301: Reporting on the Balances Page
There are several ways to leverage reports on the Balances page, broken down below.
Foreign Exchange (FX) Rates
Trovata incorporates multiple rates of exchange to ensure that the tool provides the most relative understanding of the value of a transaction or a balance as it relates to the base currency that the tool is set to.
FX rates are sourced directly from Oanda via API. The retrieved rates are updated hourly.
The last rate of the day is always the rate provided by Oanda for 23:00:00 UTC (6pm eastern standard time, or 7pm eastern daylight time). We always use the MID value for conversions.
NOTE: Rates of exchange in Trovata are meant to serve as reference rates. They are a reference for the relative value for the transaction or balance in the base currency that the system is set to. They are not the cost of converting currency (do not incorporate your agreed upon spread) nor the execution rate of a transaction.
Rates throughout the day are stored and used for different purposes as they relate to specific properties within Trovata.
Balances
Opening Ledger Balance Converted: Leverages the first stored rate of the day
Closing Ledger Balance Converted: Leverages the last stored rate of the day
Current Available Balance Converted: The most recent received rate when the balance is retrieved
Composite Balance Converted: The most recent received rate or the last stored balance for the day
Transactions
Intraday Transactions: The most recent rate stored when the transaction is posted to Trovata
Prior day Transactions: The last rate stored for the day when the transaction is posted to Trovata
Dashboard Carousel
The Dashboard Carousel is a sliding dashboard that can house various report types for quick visibility.
The following reports can be added to the carousel:
Current Cash Reports (Breakdown of Account Types)
Currencies Report (Breakdown of FX across all currencies)
Reports & Reconciliations
Forecasts
Cash Positions