Keep transactions clean and well categorised

Before you start

What you need

• A bank account connected to Flowtly, so its transactions arrive in the list.
• Supplier invoices already in Flowtly, so they can be matched to payments.
• The budgets and projects you want costs assigned to.

1. 1

   Open the Transactions module

   Navigate to Finance & Business → Transactions and open the bank account you want to work on. Its list groups bank activity by month, with the transaction number and counterparty name on the left. The Status column shows a coloured progress circle for each entry: solid green (100%) means all required data is in place; partial circles in orange or grey indicate missing fields.

   Tips

   • Transactions are grouped by bank account. Use the breadcrumb at the top to switch between accounts if your organisation has more than one.
2. 2

   Open a transaction and set the required fields

   Click any row to open the detail panel on the right. The Supplier/Client toggle at the top selects the transaction direction — Supplier for outgoing payments, Client for income. Two fields are required for the monthly close: Counterparty (who the payment is to or from) and Related month (the accounting period it belongs to). Fill both and they are saved immediately.

   Tips

   • The related month is not necessarily the same as the transaction date — set it to the period your accountant should include this expense in.
3. 3

   Review AI supplier suggestions

   When Flowtly detects a payee with no existing counterparty match, the Suggestions section of the detail panel shows a "Create supplier" card. The card shows the extracted name and the reason. Click Accept to create the supplier and link it to the transaction in one step. Click Edit suggestion to adjust the name before creating, then Apply. Click Reject to dismiss and set the counterparty manually.

   Tips

   • Suppliers created from suggestions are saved permanently — future transactions from the same payee will be matched automatically without any manual input.
4. 4

   Enrich the counterparty

   To edit a counterparty’s settings, click Manage counterparty under the Counterparty field to open the counterparty panel. Here you can toggle Require attachment to enforce that a document must always be linked for this payee, and set a Default project so it is suggested for every new transaction from them. Click "Enrich via AI" to let Flowtly fetch public company data such as VAT number, registered address, and bank accounts automatically.

   Tips

   • Setting a default project is especially useful for recurring vendors like rent or SaaS subscriptions — it removes one manual step every month.
5. 5

   Attach an invoice to the transaction

   Use the "Attach awaiting files" button to link an invoice that is already in Flowtly’s Incoming Invoices list — the panel shows all unlinked invoices with their amount, received date, and counterparty so you can match the right one and click Attach. If the document is not yet in Flowtly, use "Add attachment" instead to upload a PDF, PNG, JPG, JPEG, or GIF file (max 3 MB) directly from your computer.

   Tips

   • Attach awaiting files is the fastest path — it reuses a document you already processed in Incoming Invoices so you don’t duplicate uploads.
6. 6

   Assign the transaction to a budget

   Click "Assign to budget" in the Budgets section of the detail panel. Select the budget line from the dropdown, confirm the amount (pre-filled with the transaction value), and use the percentage slider if you want to allocate only a portion. Click Assign. You can assign the same transaction to multiple budget lines by repeating the flow with "Add another budget".

   Tips

   • Assigning to a budget keeps your spending reports accurate and lets you see at a glance how much of each budget line has been consumed.
7. 7

   Attach to a project

   Use the Categorization section to link the transaction to a project for cost tracking. Add a project with the "+ project" chip, then set its amount or percentage; add more projects to split the cost. A "Fill by …" chip distributes the cost automatically across projects based on shared attributes. Every change is saved automatically. If the counterparty requires a document or a document is already attached, categorise the cost on that invoice instead.

   Tips

   • Split partial allocations explicitly — for example 50% to a billable client project and 50% to an internal one — so your finance team has context when reviewing the project P&L.
8. 8

   Record payment receipt on client transactions

   When a bank transfer arrives from a client, open the transaction and switch the toggle to Client. The Attachments section of the detail panel shows an "Unpaid or partially paid invoices" field listing all your outgoing invoices that have not yet been fully paid. Select the matching invoice from the dropdown. Flowtly records the payment against that invoice and updates its status to Paid automatically once the full invoice amount is matched.

   Tips

   • If a client pays multiple invoices in one transfer, you can link the transaction to several invoices by selecting them one at a time — Flowtly tracks the remaining balance on each.