Reconcile Outgoing Payments

Overview

To reconcile an outgoing payment, open Financials → Bank Feeds → the To Review tab, find the money-out transaction and open its actions menu (the … button) → Reconcile, then pick a recommendation or click Select outgoing payments to match it, check the total lines up and click Reconcile.

Reconcile an outgoing payment

Open Bank Feeds

From the left menu, open Financials and click Bank Feeds. The transactions list opens on the To Review tab.

Find the payment

On the To Review tab, find the money-out transaction you want to reconcile (money leaving your account). If the list is long, use the filter and sort controls in each column header (the settings icon on a header opens Sort and a filter input) — the sidebar has no filter or sort controls.

Open the reconcile window

On that transaction's row, open the actions menu (the … button) and choose Reconcile. The Reconcile transaction window opens.

Use a recommendation if one's offered

If Keyhook shows Recommendations — from its AI or a transaction rule you've set up — select one to pre-fill the included payments, then check the details. Selecting a different recommendation overwrites your changes.

Select the outgoing payments

Under Included payments, click Select outgoing payments to open the selector. Tick each payment this transaction paid (search by description, reference or amount), watch the Remaining figure — Keyhook won't let you select more than the transaction total — then click Add [number] payments.

Check the total lines up

A banner under the included payments tells you whether they add up to the absolute transaction total. It turns green once the amounts match exactly, and Keyhook won't let you reconcile until they do.

Reconcile

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

Note: Reconciling is immediate — there's no draft stage — and it updates the related owner, tenant and supplier balances as soon as you confirm. Match the transaction to the payments the money actually paid, since the included payments must equal the bank transaction exactly.

Match a payment manually

Add a payment row

In the Reconcile transaction window, under Included payments, click Add a payment.

Choose the type

In the Type column, pick what the money paid — Owner Payment, Supplier Payment, Tenant Payment, Bond Lodgement or Fee Payout.

Point it at the right record

Select the Property (and Tenancy for a tenant payment), or the Supplier for a supplier payment, then choose the specific outgoing payment. The Amount fills in from that payment's outstanding balance.

Split across several payments if needed

If one transaction covered more than one payment, click Add another payment and repeat until the amounts add up to the transaction total.

Reconcile

Click Reconcile.

Reconcile everything at once

Open bulk reconcile

On the To Review tab, in the sidebar, click the green Reconcile button.

Choose how far back to go

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

Confirm

Click Confirm. Keyhook reconciles every transaction it has a confident recommendation for; anything it can't match confidently stays on To Review for you to handle.

Note: Bulk reconcile only clears transactions Keyhook is confident about, so always review what's left behind — and spot-check a few reconciled ones until you trust your recommendations and rules.

Handle a possible duplicate

Spot the warning

Banks can occasionally report the same payment twice. When that's likely, the Reconcile transaction window shows a warning comparing this transaction with the one already recorded.

Decide which it is

Click Duplicate (Archive) to discard the repeat, or Unique (Receipt) to keep it as a genuine separate payment.

Frequently asked questions

Why won't it let me reconcile — the amounts don't match?

The included payments must add up to the exact transaction total. The banner under them compares the two — adjust the amounts, or add or remove included payments, until it turns green. When you're picking from the payment selector, it also stops you selecting more than the transaction total.

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

Reconciling needs finance permissions (a finance person or principal). Without them the other tabs are locked and you can only use the Held tab; ask a principal to reconcile or to grant you access.

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

Tick it and Keyhook will recommend the same match for future transactions with the same amount (and description). It's handy for recurring payments like a regular supplier.

Can I undo an outgoing payment I reconciled by mistake?

Reconciled transactions move to the Reconciled tab, where an outgoing payment shows View details. The Reverse transaction option is only offered on money-in transactions, so contact Keyhook support to correct a wrongly reconciled outgoing payment.

What's the difference between the To Review, Reconciled, Held and Archived tabs?

To Review holds transactions not yet reconciled, Reconciled holds finished ones, Held holds funds you've set aside to deal with later, and Archived holds ones you've discarded. The Archived tab is hidden when strict accounting mode is switched on.