Receipt Bank Feed Payments

Overview

To receipt a payment, open Financials → Bank Feeds → the To Review tab, click a green money-in transaction to open Reconcile transaction, then either pick a recommendation or Add a payment (set its Type, Property, Tenancy and Amount) so the payments add up to the transaction total, and click Reconcile.

Receipt a payment

Open the bank feed

From the left menu, open Financials and click Bank Feeds. The feed opens on the To Review tab, which lists every imported transaction that hasn't been reconciled yet. (Receipting needs finance permissions — a finance person or principal. Property managers without them find the To Review and Reconciled tabs disabled and can only use the Held tab, and the Reconciliation Rules action is hidden for them too.)

Open the receipt

Money in shows in green and money out in red. Click a green transaction to open the Reconcile transaction window. (Reconciling needs a larger screen, so it won't open on a phone.)

Use a recommendation if one is offered

If Keyhook has matched the receipt, a recommendation appears under Recommendations — click it to pre-fill the payments, check the details, and skip to the last step. Otherwise build it yourself below.

Add a payment

Click Add a payment and choose the Type of receipt — Rent, Bond, Tenant Invoice, Tenant Credit, Owner Credit or Fee Deposit. The type is required and decides what other details you'll fill in.

Point it at the property and tenancy

Select the Property the payment relates to, then the Tenancy. Both are required for rent, bond, tenant-invoice and tenant-credit receipts (an owner credit needs only the property, and a fee deposit needs neither). For a Tenant Invoice receipt you must then also select the specific invoice it pays off (a sub-row that appears once property and tenancy are set); a Fee Deposit requires you to pick a fee code/category. Reconciliation is blocked until these are chosen.

Set the amount

Enter the Amount for that payment. Use the Apply remaining amount calculator icon in the field to drop in whatever is still unallocated from the transaction total.

Reconcile

Check that the included payments add up to the transaction total, then click Reconcile. The receipt moves to the Reconciled tab and posts to the tenancy's ledger straight away.

Note: A receipt won't reconcile until the included payments add up to the exact transaction total and every payment has a type, an amount and (where required) its property and tenancy — Keyhook won't let the reconciliation go through until they do.

Split a receipt across several payments

Record the first payment

Add the first payment as above — for example Rent against the tenancy — and enter its portion of the deposit in Amount.

Add each further payment

Click Add another payment for the rest of the deposit — say a Tenant Invoice for a water charge — and set its Type, Property, Tenancy and Amount.

Bank any leftover as a credit

If part of the deposit doesn't match an invoice or rent, add a Tenant Credit (or Owner Credit) for the remainder so it sits on their ledger rather than leaving the transaction unbalanced.

Reconcile

Once the payments add up to the transaction total, click Reconcile.

Note: One overpayment often means a tenant has paid rent plus an extra amount — receipt the rent, then hold the surplus as a Tenant Credit so it's applied to their next rent due.

Reconcile similar payments faster with a rule

Tick the create-rule box

While reconciling, tick Create a new rule from this reconciliation before you click Reconcile.

Let future matches auto-fill

From then on, any future transaction with the same amount (and description, where there is one) is recommended with the same payments already filled in — you just confirm it.

Review your rules

To see or tidy up existing rules, open the Actions menu on the Bank Feeds page and choose Reconciliation Rules.

Note: A rule reuses the property, tenancy and split from this reconciliation, so only create one from a receipt you'll genuinely see again (regular rent, for instance) — not a one-off.

Deal with a possible duplicate

Watch for the duplicate warning

Some banks report the same payment twice. When Keyhook spots a near-identical transaction it shows a warning at the top of the Reconcile transaction window with the matching date, amount and description.

Choose how to handle it

Click Duplicate (Archive) to file the repeat away and leave the original, or Unique (Receipt) if it's a genuine second payment you still need to reconcile.

Note: Only archive it as a duplicate once you're sure the money landed in your account just once — archiving a real payment leaves that income unreconciled.

Frequently asked questions

What do the green and red transactions mean?

Green is money in — the receipts you reconcile here. Red is money out (a payment leaving your account), which is reconciled the same way but with outgoing payment types.

Which receipt types can I choose?

The types are Rent, Bond, Tenant Invoice, Tenant Credit, Owner Credit and Fee Deposit.

Why won't the Reconcile button go through?

Usually the payments don't add up to the transaction total, or a payment is missing a required detail — its Type, Amount, or the Property and Tenancy it relates to. Fix those and the reconciliation goes through. An amount of $0 isn't allowed.

A tenant paid more than the rent — where does the extra go?

Receipt the rent, then add a Tenant Credit for the surplus. It holds on the tenant's ledger and is applied against their next rent, so the whole deposit reconciles.

Can I undo a reconciliation?

Reconciling happens immediately, but you can open the Reconciled tab and reverse a transaction if you got it wrong, then reconcile it again correctly.