Master payment matching in Holvi for flawless bookkeeping. Whether automatic or manual, this guide covers everything you need to know to manage your invoice payments with ease.
Automatic matching via reference number
When your client pays an invoice using the correct reference number, Holvi automatically links the payment to that invoice.
If the reference number is missing or invalid, the payment is assigned to the “Uncategorised” bookkeeping category. In this case, you’ll need to manually match the payment to the invoice so your bookkeeping stays up to date.
Manually matching a payment to an invoice
1. Log in at Holvi.com.
2. Go to Invoices from the main menu.
3. Open the invoice you want to match the payment to.
4. Scroll down to Payment matching.
5. Select Match.
6. Choose the correct payment from the Uncategorised payments list and confirm.
If you can’t find the payment in the matching list but know it has arrived, check its bookkeeping category. Only payments in the “Uncategorised” category can be matched to an invoice. If the payment is assigned to another category, you’ll need to move it back to “Uncategorised” first.
Matching multiple payments to one invoice
If a customer has paid a single invoice using several separate transactions (e.g., partial payments, or payments without a reference number), you can combine all these payments to the same invoice. Simply repeat the manual matching process described above for each relevant payment until the invoice is fully paid.
New: Matching one payment to multiple invoices
Sometimes your client might send a single payment to cover multiple invoices they've received from you. Holvi now lets you match one payment to multiple invoices, making payment management easier and ensuring all invoices are correctly marked as paid.
How to match one payment to multiple invoices:
1. Log in at Holvi.com.
2. Go to Invoices from the main menu.
3. Open the first invoice you want to match the payment to.
4. Scroll down to Payment matching.
5. Click Match.
6. Choose the payment you want to apply and click Match.
7. Repeat the process for other invoices.
Holvi automatically applies the payment amount to the open balance of the invoice. If there is a remaining unused amount, you can match it to other invoices by repeating the steps until the payment is fully reconciled.
This enhancement ensures that the status of each invoice is updated immediately and accurately from "due" to "paid," giving you up-to-date insights into your cash flow and ensuring your bookkeeping reports are accurate.
If you need to mark an invoice as “Overpaid,” you can match the same payment to that invoice again.
Bookkeeping considerations
Holvi’s bookkeeping reports, such as bank statements, follow cash basis bookkeeping. This means they show the actual payment dates, not just the invoice status. Your invoicing reports are always based on paid invoices.
Useful tips
Unmatching a payment
Have you matched a payment to the wrong invoice? No worries!
You can easily unmatch the payment and apply it to the correct invoice. For details, see: How do I unmatch a payment from an invoice?
Late but paid invoice
If you know the customer has paid an invoice but it still shows as overdue, it means the payment hasn’t been automatically linked to the correct invoice. If the customer used the wrong reference number, unlink the payment from the wrong invoice and match it correctly. Otherwise, check your uncategorised payments and match from there.
Enable notifications
Turn on your push notifications in the mobile app to get instant alerts when an invoice is paid and the payment is matched to your invoice.
Still have questions? Reach out — our support team is happy to help.