How to match payments and invoices

Auto-matching single payments to single invoices 

When a client pays your invoice using the correct reference number, we auto-match the incoming payment to your invoice –  so your books stay tidy.

Payments that arrive without a reference number go into your Uncategorised bookkeeping category and will need to be manually matched.

How to manually match a payment to an invoice

If a payment arrives in your Holvi account without a reference number, it will end up in your Uncategorised bookkeeping category. When this happens, you’ll need to match the payment to an invoice manually. Here’s how:

1. Log in at Holvi.com
2. Go to Invoicing
3. Click the invoice you want to match with a payment
4. Scroll down to Payment matching
5. Click Match
6. You’ll see a list of uncategorised payments
7. Match the invoice to the correct payment

If you can't find your payment but know it has arrived, check that it’s in the Uncategorised bookkeeping category. If it got reassigned to a different category, you’ll need to first move it to Uncategorised before matching it to an invoice.

Matching multiple payments to one invoice

If your client paid an invoice with multiple payments but forgot to include the reference number you can match them all to your invoice. Just follow the same matching process as above.

NEW FEATURE:
Matching one payment to multiple invoices 

Picture this: Your client has received multiple invoices from you and sends you one payment to cover them all.

Holvi now allocates single payments across multiple invoices, making reconciliation a breeze. All you have to do is choose the payments you want to match to a specific invoice.

Here’s how:

1. Log in at Holvi.com
2. Go to Invoicing
3. Click the invoice you want to allocate to the payment
4. Scroll down to Payment matching
5. Click Match (the Choose payment to match window will appear)
6. Choose the payment you want to match and click Match
7. Holvi matches the invoice’s open amount to this invoice.
   1. Leaving any remaining amount available for other invoices. 
   2. If you need to mark an invoice as “overpaid”, you can match the same payment again to this invoice.
8. Click Done to return to the invoice.
9. You can now move on to the next invoice and match it to the same payment.
10. Invoicing report entries will be based on paid invoices. Banking report entries (like account statements) will be payment based.

This improvement will enable the status of each invoice to be updated immediately and correctly from “due” to “paid”. Payments are automatically tracked and reconciled, providing you with up-to-date insights for cash flow and reporting.

Other things to consider

Unmatching
Need to unmatch a payment from an invoice? Find out how.

Spotting an “overdue” invoice you know was paid

If your client paid your invoice and its due date has passed but you still see it marked as overdue, that means their payment wasn’t auto-matched to your invoice.