Matching payments to invoices
Schakel reads your unprocessed bank transactions and finds the open invoice each one belongs to. Propose the match or book it, you choose.
- Unprocessed transaction 12 Sep SEPA 2026-0234 VAN BEEK INTERIEUR BV 595.00100 ConfidenceOpen invoice 2026-0234 Van Beek Interieur B.V. 595.00
Proposal The invoice number is in the description and the amount agrees to the cent.
- Unprocessed transaction 12 Sep TRANSFER ZOETENDAAL VOF 1,213.4795 ConfidenceOpen invoice 2026-0228 Zoetendaal VOF 1,213.47
Proposal The counterparty is named and this amount picks out exactly one open invoice.
- Unprocessed transaction 13 Sep SEPA CT, NO NAME GIVEN 842.3585 ConfidenceOpen invoice 2026-0231 Van Dijk Ontwerp 842.35
Left alone One open invoice has this amount and nothing else confirms it. Worth telling you about, not worth booking unasked.
- Unprocessed transaction 13 Sep PAYMENT 2026-0219 200.0045 ConfidenceOpen invoice 2026-0219 Bakker Interieur 495.00
Left alone The reference is there, the amount is not. A part payment or a typo, and booking it would mark the customer paid.
- Unprocessed transaction 14 Sep TRANSFER, NO REFERENCE 250.0030 ConfidenceOpen invoice Three open invoices of 250.00 250.00
Left alone Several invoices share this amount and nothing chooses between them. A round number scores lower again.
2 of 5 clear a threshold of 90. In propose mode nothing in Moneybird changes until you say yes. At this threshold a match gets through that is wrong. That is what the default of 90 is for.
Unprocessed bank transactions are the work that keeps piling up. Every transaction belongs to an invoice, and every time you do the same thing: read the amount, read the description, go and find the right invoice.
Schakel does that looking. It reads your unprocessed bank transactions and holds them against your open invoices on three things: the invoice number in the description, the amount, and the customer name.
What happens next is up to you: off, propose, or automatic. Propose is the default and automatic is something you switch on yourself, deliberately. A wrong match books money belonging to someone else against an invoice, and picking that apart again in Moneybird is worse than never having matched it.
What it does
- Three modes: off, propose and automatic. Propose is the default.
- In propose mode nothing in Moneybird changes. Schakel finds the match, shows it to you, and you decide.
- In automatic mode Schakel books the match, and your dashboard shows you what was matched.
- The invoice number in the transaction description is the strongest signal there is.
- The amount has to match to the cent, not roughly.
- The customer name counts, but only when exactly one open invoice from that customer carries that amount.
- A confidence threshold of 90, which you can move yourself. Only a near-certain match clears it.
- The scale is fixed: invoice number plus amount scores 100, customer name plus a unique amount 95, a unique amount on its own 85. Below that nothing clears the default threshold.
- A round amount matching a round amount scores low on purpose. Round numbers are the classic false positive.
- A transaction you said no to does not come back around every day.
- Whatever does not clear the threshold simply stays unprocessed, with the reason next to it.
How to switch it on
Connect your Moneybird administration
You authorise Schakel from inside Moneybird itself, so a password is never asked for, and you can revoke the access again at any moment. If you keep more than one administration, you pick which one.
Start on propose
Let it only propose for a week or two. You then see, on your own transactions, what it finds and how sure it is, and only after that is automatic a real question.
Put the threshold where you want it
The default is 90. Lower means more proposals and more borderline cases, higher means almost only invoice-number matches. You can also just move it in the chat.
Also available
Every switch works on the same Moneybird connection. Turn on what you need and leave the rest off.
- The assistant A chat in your Schakel dashboard that handles invoices, quotes, receipts, hours, contacts and questions. Anything that writes shows you first what it is about to do.
- The receipt behind a payment Money goes out and no purchase invoice belongs to it. Schakel asks for the receipt, and reminds you once if it does not turn up.
- Invoices that are overdue A message when a due date has passed, with the customer, the amount and the number of days. Chasing is a separate choice.
- Monthly summary On the first of the month: what you invoiced, what came in and what is still outstanding.
- Quarterly VAT reminder At the start of a new quarter, a reminder that the return is coming, with the deadline attached.
- Unprocessed bank transactions A nudge while bank transactions are still open, and it stops by itself once the pile is empty.
- WhatsApp as well The same conversation on your phone, both ways. An add-on, not a requirement.
Common questions
Does Schakel book into my administration itself?
Only if you switch automatic on. By default it is on propose and nothing in Moneybird changes: you are shown the match and you decide whether it is booked.
And if it gets it wrong?
On propose a wrong match costs you a no. On automatic a booked match can be undone in Moneybird itself, and your dashboard shows exactly what was matched and why. That is why automatic is something you switch on yourself and not the default.
Does this work for part payments?
They are found but not booked on their own. When the invoice number is there and the amount is not, that is a part payment or a typo, and it scores too low for the default threshold. You are shown it, and you book it yourself.
Turn this switch on.
30 days to try everything, no card required.