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, with 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 it is a small round colour and icon badge; on narrower screens it is a coloured bar down the left edge. Hover it to see the label.

Green (tick): a Confident match, found by our AI or by one of your rules. Ready to reconcile.
Blue (clock): the AI is still analysing the transaction.
Grey: no match was found, so it is waiting for you to reconcile it by hand.
Orange: the transaction has been flagged. Hover it to see the reason. Flagged transactions are left out of bulk reconcile.

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 from 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 from 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

Add a note (optional)

To record why you reconciled this transaction, click + Add note in the Notes section at the top of the window, type your note and click Save. You can add more notes later by opening the transaction. A note on an Owner Credit also shows on the owner's next statement.

7

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. If a money-in transaction has been matched to the wrong thing, a finance person or principal can undo it from the Reconciled tab, see Reverse a Reconciled Transaction. A reversal unwinds the whole reconciliation, so a single payment inside it cannot be undone on its own.

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 from 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.

View and delete your reconciliation rules

1

Open Reconciliation Rules

From the left sidebar, open the Financials menu and click Bank Feeds. Click the Actions button at the top right and choose Reconciliation Rules. The page lists every rule your agency has created, newest first.

2

Find the rule

Each row shows what the rule matches, plus the date it was created and who created it. Use Search for a bank rule... and start typing a description or amount to narrow the list.

3

Open it to check what it does

Click the rule to open its drop-down. Keyhook shows the criteria it matches on (amount and description) and the payment it recommends, so you can be sure it is the one you want to remove.

4

Delete the rule

Click Delete rule, then Yes, delete rule to confirm. The rule disappears from the list straight away.

Note: Deleting a rule only stops the recommendation being offered on future transactions. Nothing you have already reconciled changes. Rules can't be edited, so to change one, delete it and tick Create a new rule from this reconciliation next time you reconcile that transaction.

What do the status indicators on each transaction mean?

They show how far Keyhook has got with a To Review transaction. On desktop the indicator is a round icon badge, on mobile a coloured bar down the left edge. Hover it to see the label.

Green (tick): a Confident match, ready to reconcile.
Blue (clock): the AI is still analysing it.
Grey: it needs reconciling by hand.
Orange: it has been flagged, and is left out of bulk reconcile. Hover to see the reason.

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. Rules you have created are listed under Bank Feeds → Actions → Reconciliation Rules, where you can delete any you no longer need.

Why won't Keyhook let me reconcile the transaction?

There are two reasons Keyhook refuses a reconcile. The first is that the included payments do not 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. The second is that the transaction has nothing left to reconcile, and you will see a note on it saying there is $0.00 left. That usually means the money has already been accounted for somewhere else, which happens most often after a pay out, when the bank feed carries both the batch payment and each of the individual payments inside it, and both have been matched.

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