Categorize transactions and match invoices

Step by step

1. Open Transactions. Use search or the All, Money in and Money out buttons. Open Filters to select a month, account, category or client.
2. Inside Filters, tick Uncategorized or Missing invoice to focus your review. Clear filters restores the full list. Expand Account balances to check separate account balances.
3. Open a transaction and compare its payee, amount and date with the underlying statement.
4. Set its category and client, then add notes; changes save automatically. Expand VAT & bank details for tax fields. To create a categorization rule, tick the future-payments checkbox before choosing the category.
5. Under Invoices & receipts, click Choose invoice or Add invoice to select an existing document. You can also drop a PDF/image into the upload area or click it to browse. Inspect both records before confirming a suggested match.
6. Use Find invoices for matching work, then review its suggestions. Remove an incorrect match instead of deleting the payment.

Find missing documents

The Find invoices action starts matching work. A suggested match is different from a confirmed match. Review the invoice, amount and payment before confirming it; remove an incorrect link rather than treating it as evidence.

Why a payment is marked missing an invoice

Settings → Accounts contains the category policy. Needs invoice controls which categories count as missing documentation. Default VAT is used where there is no matched invoice. These controls organize your records; enter the treatment appropriate to the actual transaction.

Check the result

The transaction should show its chosen category and a confirmed document link where applicable. A suggested match is still awaiting your review.

Reopen the payment and verify the category, client and linked document. Remove link corrects an association without deleting the bank transaction or invoice. If the suggestion has changed while you were reviewing it, reload and inspect the current suggestion before acting again.

Before you change a record

You need transaction access and editing permission for changes. Bills and receivables have separate permissions. Compare the original invoice, counterparty, date, reference and currency, not just a suggested confidence score.