Reconcile Bank Transactions

Open Bank Feeds and read the list

1

Open Bank Feeds

From the left sidebar, open the Financials menu and click Bank Feeds. This shows every transaction imported from your connected bank accounts, opening on the To Review tab.

2

Know the tabs

The tabs sort transactions by state — To Review (imported and waiting to be reconciled), Reconciled (done), Held (funds you've set aside) and Archived (ignored). You do your reconciling on To Review.

3

Read the status indicator on each row

Each To Review row carries a status indicator — on desktop a small round colour + icon badge, and on narrower screens a coloured bar down the left edge (hover it for the label). Green (tick) is a Confident match our AI or your rules have found, blue (clock) means the AI is still analysing it, and grey is used for two states told apart by their icon: an X means no match was found (reconcile by hand), and a flag means it's been flagged (excluded from bulk reconcile). There is no orange status.

4

Pull in new transactions if needed

If you're expecting a payment that isn't showing, click Request refresh in the sidebar, choose how far back to import from, then Confirm refresh to pull the latest transactions from the bank.

Note: Reconciling is finance-only — a team member without finance permissions sees just the Held tab and can't reconcile.

Reconcile the confident matches in one go

1

Open the Reconcile popover

On the To Review tab, click Reconcile in the sidebar (the green button next to Request refresh).

2

Choose how far back to reconcile

Under To date, pick a range — All transactions, Today, Yesterday, Last 7 days, Last 14 days or a Custom date.

3

Confirm

Click Confirm. Keyhook reconciles every confident match in that window and leaves anything it isn't sure about for you to do by hand.

Note: Only transactions with a green Confident match, dated before the date you pick, are reconciled — the rest stay on the To Review tab.

Reconcile a receipt (money in)

1

Open the transaction

Click a money-in row to open the Reconcile transaction window (or use the row's ⋯ menu and choose Reconcile).

2

Use a recommendation if there is one

If Keyhook shows Recommendations at the top — based on our AI or a rule you've set — click one to pre-fill the form, then check it. Otherwise reconcile it manually below.

3

Add an included payment and pick its type

Under Included payments, click Add a payment and choose the Type — Rent, Bond, Tenant Invoice, Tenant Credit, Owner Credit or Fee Deposit.

4

Point it at the right tenancy

Select the Property and Tenancy the money belongs to (and, for an invoice, the specific invoice). You can also use the search icon on the row to find a tenant or owner.

5

Enter the amount

Type the Amount for this line. Use the calculator icon in the field to Apply remaining amount when a payment covers the whole transaction.

6

Reconcile

Click Reconcile to confirm.

Note: Reconciling is immediate — confirming applies the money to the tenancy straight away and moves the transaction to the Reconciled tab.

Reconcile a payment (money out)

1

Open the payment

Click a money-out row to open the Reconcile transaction window. The Type options change to money-out ones.

2

Match an outgoing payment Keyhook already made

Click Select outgoing payments to tick the owner payouts, fee payouts or bond lodgements Keyhook has generated that this transaction paid, then confirm — they're added as included payments for you.

3

Or add the payment by hand

Click Add a payment, choose the Type — Owner Payment, Supplier Payment, Tenant Payment, Bond Lodgement or Fee Payout — then set the Property and Amount.

4

Reconcile

Click Reconcile to confirm.

Split a transaction across several payments

1

Add the first payment

Reconcile the first part as usual — set its Type, Property, Tenancy and Amount.

2

Add another payment

Click Add another payment for each further split — for example a lump sum covering both Rent and a Tenant Invoice, or one deposit spread across several tenancies.

3

Balance the amounts, then reconcile

Set each line's Amount (the calculator icon fills the remaining amount for you), then click Reconcile.

Note: The included payments must add up to the exact transaction total — Keyhook won't let you reconcile until they balance.

Check your balances

1

Open the To Review tab

The System Balance panel in the sidebar shows only on the To Review tab.

2

Read the balance breakdown

It works down to a total: Bank account − Unreconciled Incoming − Held in trust = Total.

3

Understand the lines

Bank account is your real balance at the bank; Held in trust is what Keyhook is accounting for. Keeping the To Review tab clear keeps these two in step.

What do the status indicators on each transaction mean?

They show a To Review transaction's status (a round icon badge on desktop, a coloured left-edge bar on mobile): green (tick) is a Confident match ready to reconcile, blue (clock) means the AI is still analysing it, and grey covers two states — an X means it needs reconciling by hand, a flag means it's been flagged. There's no orange status. Hover the badge (desktop) to see the label.

What does "Create a new rule from this reconciliation" do?

Tick it before you reconcile and Keyhook remembers this setup — future transactions with the same amount (and description) will be recommended with the same included payments, so you can clear them with Reconcile in one click.

Why won't Keyhook let me reconcile the transaction?

The included payments have to add up to the exact transaction total. Check the total at the bottom of the Included payments table and use the calculator icon to Apply remaining amount to the last line.

Keyhook says this might be a duplicate — what do I do?

Some banks import the same transaction twice. If Keyhook spots a likely duplicate it asks: choose Duplicate (Archive) to discard it, or Unique (Receipt) to keep and reconcile it.

I can only see the Held tab — why can't I reconcile?

Reconciling needs finance permissions. A team member who isn't a finance person or principal is limited to the Held tab; ask your principal to update your access.

Reconcile Bank Transactions

Frequently asked questions