Bank Transactions
The Bank transactions page lists every movement on your companies' bank accounts. AI Finance Team suggests a category for each transaction and matches it to its invoice, and the list shows where each one stands.
Transactions arrive in two ways:
- From a connected bank account, twice a day. See Connecting Bank Accounts.
- From an uploaded bank statement (PDF), with Upload statement at the top right of the page. See Uploading Bank Statements.
When a statement line is the same movement the bank connection already brought in, the two become one transaction with both sources.
The transaction list
The transaction list with five transactions. The numbers match the list below. The companies and amounts are examples.
- Date: the booking date, with AI Finance Team's own ID underneath when your workspace shows IDs. Click the ID to copy it.
- Partner, with the bank's description underneath on up to two lines. A click anywhere on the row opens the transaction.
- Labels: what the transaction needs comes first (Unmatched, Duplicate), then Matched or No invoice, and where it came from (Bank feed, Statement) last.
- Category: the category's ledger code first, then its name.
- Amount: in the account's currency, green with an up arrow for money in, red with a down arrow for money out.
Click Bank transactions in the sidebar. The list has these columns: Date with the ID under it (when your workspace shows it), Partner, Labels, Company, Category and Amount. Company appears only when your workspace has more than one company. It is the holder of the bank account, or, on an account several companies share (a cash pool), the company of the matched invoice.
The list shows 50 transactions per page, newest first, and can be sorted by date, ID, partner or amount. An amber left edge marks a transaction that needs action. The list uses the full width of the window. In a narrow window it scrolls sideways, and the Amount column stays in view on the right.
The Category cell is empty when Use cash-flow categories for bookkeeping only is on in Settings → Ledger defaults and the transaction still expects an invoice. With that setting the ledger account of such a transaction comes from its invoice, not from the category. See Categorising Invoices & Transactions.
Labels
| Label | Colour | Meaning |
|---|---|---|
| Unmatched | amber | No invoice matched yet, and not marked as needing none |
| Duplicate | amber | Flagged as a copy of another transaction on the same account, with the same booking date and amount. It stays on the list, and matching leaves it out |
| Matched | green | Matched to one or more invoices, automatically or by hand |
| No invoice | blue | Marked as needing no invoice, by a transaction type or by a person |
| Bank feed | grey | Came from a connected bank account |
| Statement | grey | Came from an uploaded bank statement |
How a transaction gets matched is in Invoice Matching. Bank fees, taxes and transfers between your own accounts need no invoice: see Transaction Types & No Invoice Needed.
Finding transactions
Search by partner, description, reference or AI Finance Team ID. The partner search covers both the name the bank sent and the partner it is linked to.
Above the list you can filter by date range, Company (when you have more than one), Account and Direction (Money in or Money out). When an account has no company yet, the Company filter also offers No company assigned.
The pills filter by label: Bank feed, Statement, Duplicate, Unmatched, Matched and No invoice. Several can be on at once:
- Within Bank feed, Statement and Duplicate, a transaction needs any one of them.
- Within Unmatched, Matched and No invoice, the same.
- Across the two groups it needs both. Statement with Unmatched lists the unmatched transactions that came from a statement.
Custom category missing lists the transactions where a mandatory custom category list is still empty. If you work in a focused period, the list follows it.
With the permission "Edit bank transactions" you can tick rows and Re-categorize them. Transactions the AI categorised, or that have no category, are categorised again against your current categories. Categories set by hand stay as they are.
Opening a transaction
Click a row to open the transaction. On its page, j or the down arrow goes to the next transaction of the list, k or the up arrow to the previous one, with your filters and sort order kept. The Matching & payment card shows the matched invoices and the actions for matching; see Invoice Matching.
The Parties card shows both sides in the order the money moves: for a payment out, your company on top (Payer) and the partner below (Payee), the other way round for money in. Your company shows the full number of the bank account. Clicking either side's tile (it shows Details) opens a read-only side panel, the same one as on an invoice. If you may make changes, Edit shows the partner picker, and the company picker when several companies share the bank account. For a partner that is missing or not verified yet the card opens like that by itself, and the Verify partner button and the to-do of the same name lead there.
The Parties card of a payment out. The numbers match the list below. The companies and the account numbers are examples.
- Your company, the owner of the bank account, with the full account number and its nickname. A click on the tile opens the company panel.
- The partner. A click on the tile opens the partner panel: tax numbers, bank accounts with their confirmation, the company register result and the rules set on the partner.
- Edit shows the partner picker, and the company picker when several companies share the bank account.
Statements
The Statements tab next to the list shows every uploaded bank statement with its status. See Uploading Bank Statements.
Who sees what
- "View invoices and bank transactions" shows the whole list. Every role has it by default; see Roles & Permissions.
- Without it, a member who uploaded bank statements sees only the transactions of those statements, with a note above the list. They see no filter pills, no categories and no matching labels: only Bank feed and Statement.
- "Edit bank transactions" is needed to re-categorise, to change a transaction and to mark it as needing no invoice. By default only the two accountant roles have it.
Until the workspace has a bank account, the page shows No bank accounts yet, with a prompt to connect an account or upload a statement.