Transactions management

When the client or any other entity pays the invoice, the payment transaction is recorded in your bank account, including transactions for contractors. All transactions can be found by clicking the “Transaction” button for the chosen bank account.

The Transactions view provides a real-time overview of all financial movements across linked bank account. This section helps finance teams track payments, reconcile discrepancies, and monitor cash flow. The view consists of 2 parts: on the top there's graphical representation of balance changes across time, below there's detailed view of each transaction.

What the View Shows:

• Current balance: Displays the total available funds for selected bank account.
• Transaction history: Lists all processed and pending transactions.
• Filtering options: Allows users to filter by date range, contractor, or amount.
• Attachments column: Indicates whether supporting documents (e.g., invoices, receipts) are required.
• Contractor linkage: Highlights missing contractor information that needs updating.
• Each Contractor in the table has clickable icon on the left, so you can easily go to contractor's page to check/update details.

When clicking on a specific transaction, a side drawer opens with detailed transaction management options. This functionality allows finance teams to efficiently review and update individual transactions.

Features Available in the Side Drawer:

• Add Attachment – Upload supporting documents such as invoices, receipts, or contracts. You should also select Received date to ensure compliance.
• Attach Awaiting Files – If documents were already uploaded but not linked to this transaction, they can be attached here. You should only find attachment in the list and click "Attach" button.
• Assign to Budget– Link the transaction to a specific budget for accurate financial tracking. This feature is available only if Budget module is active.

Transaction Details Section Contractor Selection – Assign or update the contractor associated with the transaction. Connected Month – Define the relevant financial period for reporting purposes. Transaction Amount & Balance After Transaction – Displays financial impact and updated account balance.

Attachments Section Here you have possibility to review linked attachments if present, download it or completely remove in case if it was incorrectly matched.

There's an option to directly download the MT940 file at the top right corner of the Transactions item from the main menu. After downloading the file, it will be automatically attached to the designated bank account.

An uploaded statement file is assigned to a bank account by comparing the account number in the file with the account numbers configured on your bank accounts. A bank account saved without an account number cannot take part in that comparison and never receives a statement automatically - see Bank Accounts for where to fill it in.

Transactions for Contractors

How does it work?

Pay the contractor via your bank (outside Flowtly). Keep the payment confirmation or bank transaction details for reconciliation. To reflect the payment in Flowtly, import your bank statement (MT940 file) into the system. Flowtly will automatically match payments with contractor based on the amount, payment reference, and contractor details. If Flowtly doesn’t automatically match a transaction, you can manually assign it to the relevant contractor by selecting it from awaiting attachments.

Contractors that belong to an internal cost group are left out of these automatic suggestions, so an internal transfer is not proposed as a supplier payment even when the contractor's name appears in the transaction description. You can still assign such a contractor to the transaction yourself.

Navigate to the Contractors item in the main menu and select the relevant contractor. Under the Transactions tab, all payments related to that contractor will be listed. This tab provides a structured overview of all financial transactions related to a specific contractor, making it easy to track historical payments, missing attachments, and financial trends.

Key Features of the Contractor Transactions Tab:

• Graphical Overview – Displays a visual breakdown of transactions over time.
• Detailed Transaction List – Shows all transactions linked to the contractor, including payment dates, amounts, and statuses.
• Attachment Status – Indicates whether a transaction has an associated document (e.g., invoice, proof of payment).
• Financial Trend Analysis – Helps monitor contractor expenses across months and years.

When clicking on a transaction, a side drawer opens with detailed transaction management options. This functionality allows finance teams to efficiently review and update individual transactions. Details described in Features Available in the Side Drawer section.

You can also manage transaction attachments here, similar to the bank account transactions.

Transactions for Clients

How does it work?

To reflect client payments in Flowtly, import your bank statement (MT940 format) into the system (Transactions item in the main menu). Flowtly will automatically detect incoming payments and attempt to match them with existing invoices for clients. If the system finds a match, it will assign the transaction to the correct invoice under the corresponding Client Profile. The Payments tab in a Client’s profile gives a structured overview of all issued invoices and their respective payments. If a payment is not auto-matched, you can manually assign it by detecting the invoice under the Payments tab and click "Assign transaction". It will open a modal with imported transactions that were not matched or with not full amount of it used. You can also provide transaction amount here.

After that, the transaction will be matched with the invoice, and paid amount status and amount will be updated. You can remove already assigned transaction. This will also lead to recalculation.

Example use cases

• Reconciling Bank Statements: Easily match imported bank transactions with internal records to ensure all financial movements are accounted for and discrepancies are resolved promptly.
• Tracking Contractor Payments: Monitor all outgoing payments to contractors, link them to specific contracts or projects, and ensure all supporting documents like invoices or payment confirmations are attached.
• Managing Client Incomings: Automatically or manually assign incoming client payments to outstanding invoices, updating their payment status and keeping an accurate overview of receivables.
• Audit Preparation: Ensure all transactions have necessary attachments (invoices, receipts) linked, facilitating quicker audits and compliance checks by having a centralized and organized record.