Reconcile Batch Payments

Overview

To reconcile a transaction, open Bank Feeds → the To Review tab → click the transaction to open Reconcile transaction, then pick a recommendation to pre-fill it (or add the Included payments yourself) so they add up to the transaction total → click Reconcile. A batch payment that covers several payouts is split into one included payment per payout.

Reconcile a transaction

Open the To Review tab

From the sidebar open Bank Feeds and stay on the To Review tab — this lists every imported transaction that hasn't been reconciled yet.

Open the transaction

Click the transaction's row (or its … menu → Reconcile) to open the Reconcile transaction window. A green bar down the left of the row — hover it and it reads Confident match — means Keyhook already has a recommendation for it.

Pick a recommendation

Under Recommendations, select a match to pre-fill the form. In the panel each option carries a short AI or Rule tag (the fuller AI Suggestion / Rule Match wording appears on the transaction row's suggestion banner). AI is Keyhook's best guess; Rule is one of your reconciliation rules. Skip this if there's no suitable match and fill it in yourself.

Check the included payments balance

In Included payments, make sure the rows describe what the money was for. The validation line turns green — "…able to be reconciled" — once the amounts add up to the absolute transaction total.

Reconcile

Click Reconcile. The transaction is reconciled straight away and moves to the Reconciled tab.

Note: The included payments must add up to the absolute transaction total before Keyhook will let you reconcile, and reconciling happens immediately — there's no draft or approval step.

Split a batch payment across several payouts

Open the batch transaction

Open the single bank line that covers the whole batch — for example one debit that paid several owners, or one deposit covering several tenancies.

Add a row for each payout (money in)

For a deposit (a credit), add an Included payments row per tenancy or payment, choosing the payment type (such as Rent) and the property/tenancy for each.

Or select the outgoing payments (money out)

For a payment you've sent (a debit, such as a batch of owner payouts), click Select outgoing payments and tick each owner payment that made up the batch — they're added as included payments.

Balance and reconcile

Keep adding rows until the amounts add up to the transaction total and the line turns green, then click Reconcile.

Note: A batch payment can only be reconciled once its included payments equal the whole transaction — Keyhook won't reconcile a partial split, so account for every payout in the batch.

Reconcile the confidently-matched ones in bulk

Open Reconcile All

On the To Review tab, click the green Reconcile button above the list to open the Reconcile transactions popover.

Choose a date range

Set To date — All transactions, Today, Yesterday, Last 7 days, Last 14 days or Custom date. Only confidently matched transactions dated before this cutoff are reconciled.

Confirm

Click Confirm. Keyhook reconciles every confidently-matched transaction in the range at once; anything unmatched stays on To Review for you.

Note: Batch transactions are flagged and deliberately excluded from Reconcile All — so are transactions flagged as a bond, rent-in-advance or manually flagged. Reconcile these one at a time so the split is checked by a human.

Handle a transaction with no match

Reconcile it manually

If the Recommendations panel shows no match (or still says it's processing), build the Included payments yourself so they add up to the total, then Reconcile.

Flag it if you're not sure

From the row's … menu choose Flag transaction (or Flag suggestions as non-confident) to hold it back from Reconcile All until someone reviews it.

Hold or archive it

Use Hold Funds to park money you can't yet allocate, or Archive a transaction that shouldn't be receipted at all (for example a duplicate).

Let a rule match it automatically next time

Save a rule as you reconcile

Before you click Reconcile, tick Create a new rule from this reconciliation. Future transactions with the same amount (and description) are then recommended as a Rule Match with the same included payments.

Manage your rules

Open the page's actions menu and click Reconciliation Rules to review, edit or remove the rules your agency has saved.

Note: You can't save a rule from a reconciliation that includes agency or early fee transfers — the checkbox is disabled for those.

Frequently asked questions

Why wasn't my batch payment reconciled when I clicked Reconcile All?

Batch transactions are automatically flagged and excluded from Reconcile All, because splitting one payment across several payouts needs a human to confirm the breakdown. Open the batch transaction and reconcile it manually — see "Split a batch payment across several payouts" above.

What's the difference between an AI Suggestion and a Rule Match?

An AI Suggestion is Keyhook's best guess at what the transaction is for. A Rule Match comes from a reconciliation rule you (or your agency) created for transactions like this one. Both pre-fill the form; you can still change anything before you reconcile.

Why won't Keyhook let me reconcile?

The included payments have to add up to the absolute transaction total. While they don't, the validation line shows the shortfall in red; add, remove or adjust rows until it turns green and says the payments "are therefore able to be reconciled".

Can I undo a reconciliation?

Reconciling takes effect immediately, so there's no undo on the To Review tab. For a reconciled deposit you can open the Reconciled tab and choose Reverse transaction from the row's … menu. The Reverse Transaction window needs a Reason for reversal (a required field — it won't submit while it's blank) before you can confirm.

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

Reconciling is limited to finance users. If you're not a finance person or principal, only the Held tab is available to you — the other tabs are greyed out and you can't open the reconcile window.