Manual linking in bank reconciliation

What is bank reconciliation?

Bank reconciliation is the process of linking transactions from your bank account with the invoices and expenses recorded in haddock. This feature lets you:

• Verify that the payments made match the recorded invoices
• Detect discrepancies between the bank transaction amount and the invoice
• Keep an up-to-date record of which invoices are paid
• Identify internal operations such as bank fees or transfers

Reconciliation statuses

Each bank transaction can have one of these statuses:

• Pending: The transaction is not yet linked to any invoice
• Reconciled: The transaction is linked to invoices and the amounts match
• Discrepancy: The transaction is linked, but there is a difference between the transaction amount and the total of the invoices

Manually linking bank transactions

1. Access the bank reconciliation module

1. Go to "Bank" in the side navigation bar
2. Select the "Reconciliation" tab
3. You will see the list of bank transactions from your connected accounts

2. Select the transaction

1. Find the bank transaction you want to link
2. Click the "Link" button or the transaction row to open the details

3. Search for and select invoices

1. In the linking dialog, you will see:

• The bank transaction amount
• A list of available invoices from the same supplier
• Suggested invoices based on amount and date proximity

2. Use the search bar to find the correct invoice:

• Search by invoice number, supplier name, or date

3. Select one or more invoices:

• One invoice: one-to-one linking
• Multiple invoices: one-to-many linking (useful when one payment covers several invoices)

4. Review and confirm

1. Review the summary shown:

• Total bank transaction amount
• Total amount of the selected invoices
• Difference between both amounts

2. If the amounts match (within the €0.01 tolerance), the status will be "Reconciled"

3. If there is a difference, you can select "Reconcile with differences". The status will be "Discrepancy". This is useful for:

• Exchange rate adjustments
• Bank fees
• Cent-level differences

4. If you do not have an invoice for the transaction, you can select "Reconcile without invoice"

5. Click "Reconcile" to save the linking

Linking multiple transactions

In some cases, you may need to link several bank transactions to one or more invoices:

1. Select multiple bank transactions using the selection checkbox
2. Click "Reconcile with invoice" in the action bar that appears
3. The system will create a cluster that groups all the selected transactions and invoices
4. The sum of all transactions must match the sum of all invoices

Important restrictions

• Same supplier: All invoices linked in the same cluster must be from the same supplier
• Cross-property: You can link invoices from any property in your business group
• Invoices already paid: Invoices that have already been reconciled will not appear in the list by default

Unlinking a transaction

If you need to correct a linking:

1. Open the details of the reconciled transaction
2. In the invoices section, click the edit icon (pencil)
3. In the dialog, uncheck the invoice you want to remove and save the changes
4. Or click "Undo reconciliation" to remove all links from the cluster

⚠️ When you unlink, the invoice payment status will automatically update to "Unpaid"

Updated on: 23/04/2026