Bank reconciliation: matching your statements with your invoices

Finance › Bank, in the top menu. It appears once one of your properties is held by a company or has its sale tracked; it is also one click from the costs card of the Sale tab.

The movements you import are yours alone: people you share a property with never see them, whatever their role.

Download the movements from your bank's website and choose "Import statement". Keyio reads Excel (.xlsx and the older .xls), CSV and Norma 43 files exactly, and PDF statements with AI. There is no connection to your bank and no password is asked for.

For Excel and CSV, Keyio finds the date, description, amount and balance columns by their name; you can change them before importing. Give the account or card a name of your own and use the same name next time: a movement already imported is never added twice, even when two statements overlap.

Before you import, Keyio checks the statement against its own balances. When they add up, no movement is missing. When they do not — or when a PDF prints no balances — it says so and asks you to check the list yourself before importing.

"To match" lists every payment with no invoice yet. Keyio proposes the invoice when the amount fits what is owed to the supplier (the invoice minus its withholding) and the text of the movement names the supplier or the invoice number ("Match found"), or when only one unpaid invoice has that amount ("Same amount"). Nothing is matched until you confirm it; "Confirm the matches found" does it in one go for the first kind only.

You can also choose the invoice yourself, pick several invoices paid in a single transfer, or pay one invoice with several movements — it then shows as part paid until the rest arrives.

Movements that are not the payment of an invoice (a transfer between your own accounts, a loan instalment, bank fees you do not record) go to "Set aside" with "Not an invoice".

"Money in" lists what you received. On a buy-to-sell operation, match each payment with what it is: the contribution of a participant (one you had already recorded, of the same amount, or a new one recorded with the date and amount of the payment) or the proceeds of the sale — the deposit and the rest, never more than the recorded sale price. Keyio proposes the match when the amount fits and the movement names the participant; you confirm it.

A contribution matched with the bank shows "Bank" in the participant's form and its date and amount cannot be changed there; undo the match here to change it. Undoing the match of a contribution recorded from the payment removes it, unless the participant has already been settled.

Anything else that comes in (a refund, a transfer from your own account) can be set aside.

"Unpaid invoices" lists the invoices dated from a month before your first imported movement that have not been matched with a payment. An invoice paid in cash or from an account you do not import can be marked as paid by hand.

Once an invoice has a payment, the expense list shows it as "Paid" or "Part paid". Undoing a match, or deleting an imported statement, puts its invoices back to unpaid; the invoices themselves are never changed.

An invoice with a due date is listed here whatever your statements cover, even before you import the first one, overdue invoices first. A week before it falls due, and once it is overdue, you also get an alert in the notifications until it is paid or marked as paid.