Matching bank transfers

Updated on 2026-10-02

Rapporten → Overschrijvingen (Reports → Transfers). A separate list of everything paid by transfer, and the place where you upload your bank statements to see whether the customer has really paid.

The list shows:

• every closed receipt with Overschrijving (transfer) as the payment method (not reversed, not deleted);
• every invoice without a till receipt — a wedding, or a company that pays afterwards.

If a receipt carries an invoice, the invoice is shown next to it: you match the receipt, and the invoice follows.

Who sees this. The Overschrijvingen afpunten (match transfers) right on the staff record. The owner and a manager have it by default; a staff member does not, until you tick it. A work login never gets it: this screen shows customers' names and account numbers. See Adding a staff member.

The list

At the top, the same period picker as on the other reports, and a filter on status. The screen opens on Dit jaar (this year): a transfer often arrives weeks after the receipt.

An invoice that someone once marked Op betaald (paid) by hand shows as Ontvangen, with in Gevonden in: met de hand op betaald gezet — geen bankregel (marked as paid by hand — no bank line).

The structured communication

Every receipt and every invoice has its own structured communication. It never changes. You find it:

• in this list;
• at the till, on the receipt itself, as long as the money is not in;
• on the pdf of an invoice that has not been paid yet: Vermeld bij uw overschrijving: +++…+++ (Mention with your transfer: +++…+++).

Give it to the customer. A transfer carrying that communication will later be recognised beyond doubt.

Uploading a bank statement

Top right: Uittreksel opladen (upload statement). You can upload three kinds of file.

The column mapping screen. If HairConnect recognises the export of KBC, Belfius, BNP Paribas Fortis, ING or Argenta, the columns are already filled in and you only check them. Another file: choose the column for each field. Only the booking date and the amount are required (one column with a minus sign, or a credit column and a debit column).

At ING the name of whoever paid is not in a column of its own, but in Detail van de omzet (transaction details). That text comes along, so the matching can search in it too.

Uploading the same file twice does no harm. Every bank line is stored only once, even when two statements overlap. Under Uittreksels (statements) you see every uploaded file: who uploaded it, when, for which account and which period, and how many lines were new.

Nothing is matched on upload. Whatever seems to belong together then shows under Voorstellen (proposals).

Confirming proposals

Under Voorstellen is what probably belongs together. Only money that came in takes part. The package searches in this order:

The name resembles when two of the customer's words appear at the bank, or one word in full and an initial: COMMEYNE K is Kris Commeyne. Accents and capitals do not count.

You can confirm in three ways:

• Bevestigen (confirm) on one line. The window says beforehand exactly what will happen.
• Geselecteerde bevestigen (confirm selected): tick a few.
• Alle zekere bevestigen (confirm all certain ones), top right: only the proposals with the Zeker (certain) tick. The window lists them.

Nothing is set to received without your confirmation. Even a certain proposal remains a proposal until you click. Every confirmation goes into the audit log.

Matching and unmatching by hand

• Te ontvangen → Koppelen (to receive → match): choose the bank line this receipt was paid with. Leave the amount empty and the receipt gets whatever is still outstanding. Fill in an amount and it is a partial payment; you match a second transfer to it later.
• Niet gekoppeld → Koppelen (not matched → match): start from the money at the bank and choose one or more receipts. With several receipts — a family paying together — each receipt gets whatever is still outstanding, and the last one gets what is left. So whoever paid too much, you see on that last receipt.
• Ontkoppelen (unmatch): detaches a payment again. The bank line returns under Niet gekoppeld. Nothing is erased; the log records who matched it and who detached it.

Not matched

All incoming amounts from your bank statements that do not (fully) belong anywhere yet. Money that has nothing to do with a customer's transfer shows up here too — a refund, a grant. It may stay there.

The invoice follows

Once the money for an invoice is fully in, that invoice goes to Betaald (paid), with the day the bank booked it as the payment date. Detach the payment again and it goes back to Uitgegeven (issued). An invoice that someone marked as paid by hand stays theirs.

An invoice on a receipt that was paid by transfer stays open until the money is in. Until 2 October 2026 such an invoice immediately got Betaald op (paid on) and an amount due of zero, while the money still had to come. Now it says Te betalen tegen … (payable by …) with the structured communication, and goes to paid as soon as you match the transfer. What was paid at the counter in cash or by card simply counts as prepaid in the e-invoice.

In the list of invoices, under the status of such an invoice, it says Overschrijving: open, deels or ontvangen (Transfer: open, partly or received).

Refunds to customers

The same list also shows money that leaves: credit you refund to a customer by transfer. Set the Richting (direction) filter to Vertrekkend (outgoing) to see only those. You prepare such a refund on the customer record — see Reading the record.

After a bank statement is uploaded, the package also searches among the outgoing lines: certain if the amount is right and the money went to the customer's account number, or if the communication is that of the refund. Money that came in is never matched against a refund, and vice versa. It remains a proposal until you confirm.

It also works without a bank statement: Terugbetaald (refunded) confirms by hand. Terugzetten (revert) withdraws that confirmation (the credit comes back), Annuleren (cancel) drops a refund that has not left yet.

On the overview screen

Whoever may open this screen sees a figure Open overschrijvingen (open transfers) on the overview: how many have been waiting for money for longer than two weeks. Click it and you land here, with exactly that list.

Downloading

With the Downloaden (download) button, as on the other reports: PDF, CSV or Excel. The pdf is a list to put next to your bank statements or hand to your accountant. The download follows the period, the status and the direction, not the visible page.