Reconciliation rules are conditions that you define to automatically link recurring bank transactions (commissions, subscriptions, insurance, Social Security payments) against their corresponding accounting accounts, invoices, expenses or other documents in Holded.
Instead of classifying these transactions manually, you can create rules so that Holded does so automatically. For example, if you set up a rule called "Personal Payrolls," the system will detect transactions that include that keyword and reconcile them for you.
Each rule consists of three parts:
Name: An identifying title, such as "Personal Payrolls."
Conditions: criteria that the transactions must meet to be reconciled (for example, that the concept includes the word "payroll"; or that the amount is within a certain range).
Result: what Holded will do when a transaction meets those conditions, either recommend reconciliation or execute it automatically if you activated that option.
Thus, as soon as Holded detects a transaction that matches the rule, it will reconcile it according to the conditions you have established. This will allow you to automate the process, avoid repetitive tasks, and save time in accounting management.
☝🏼 You can review the reconciled transactions in the Reconciliation section.
Activate the Reconciliation Rules gem
To start using reconciliation rules, you first need to activate the corresponding gem in Holded. It's very easy! Follow these steps:
Go to the Holded Store and, in the Gems section, look for Reconciliation Rules.
Select the plan you prefer:
15 rules: free.
40 rules: €5/month.
100 rules: €10/month.
Click Activate.
Create reconciliation rules
Once the gem is activated, follow these steps to create a rule:
Go to Treasury > Accounts, and select the bank account you want to automate.
Click New Rule (bottom left corner).
Enter a name for the rule (for example, "Personal Payrolls", "AXA Insurance", "Vendor Payments", etc.).
Define the conditions:
Transaction Type: Select whether the rule applies to positive (income) or negative (expense) transactions.
Bank Account: Choose whether the rule applies to all bank accounts or just some specific accounts. Check the boxes for the accounts, cards or payment gateways you want to include.
Specific conditions: Defines whether the rule is applied when all or at least one of the conditions are met. Each line represents a condition. In the dropdown, choose between:
Description: allows you to enter one or more keywords, and choose between options such as contains, equal to, does not contain, different from, begins with, ends with.
Amount: Allows you to enter a specific amount or range, and select the corresponding currency. You can define the value with options such as equal to, not equal to, greater than, greater than or equal to, less than, less than or equal to.
☝🏼 You can delete any condition line using the trash icon and add new conditions with the + New condition button.
After defining them, click the Test conditions button to preview in real-time which transactions match the rule and ensure that the reconciliation is correct.
Next, define the result of the rule:
Accounting account: automatically assigns the transaction to a specific account.
Date: choose whether to use the transaction date or the reconciliation date.
Notes and tags: Add additional information such as a note or tag, if necessary.
Apply the rule and reconcile automatically: check this box so that all transactions that have not been reconciled and that meet the conditions of the rule are automatically reconciled.
The rule will be executed automatically when new transactions come in, either by synchronization or manual import, when a rule is created, edited, or deleted, or when the priority between rules is changed.
Finally, click Create.
The rule will be active and will begin to be applied as configured.
Edit, pause or delete rules
If you need to change, pause, or delete a rule you've already created, follow these steps:
Go to Treasury > Accounts, and select the bank account you want to edit.
In the “Reconciliation rules” section, on the left, click on the active rules to open the list.
In the rules list:
Edit or Delete: Click on the one you want to modify to open it. Then edit the criteria as necessary and save the changes. If you prefer to delete the rule, click Delete.
Pause or Reactivate Rules: If you need to make changes to your rules or create new ones without the current rules affecting the reconciliation, you can easily pause them.
In the upper right corner, you will find the button to Pause Rules, which will temporarily disable their application. This allows you to modify existing rules or add new ones without them running during that time.
When you're ready to reactivate them, simply click Activate rules.
Prioritize rules
If a move matches multiple rules, Holded will apply the one highest in the list. You can change the priority by dragging the rules so that the most important one is first.
☝🏼 In this example, the "Social Security Payment" rule will have priority over "Employee Payrolls" as it is placed above it.
Tips to get the most out of the rules
Use clear names: name the rules descriptively to easily identify them (e.g. "Personal Payrolls" or "AXA Insurance").
Test conditions: before saving a rule, use the "Test Conditions" option to make sure everything is working correctly.
Automatically apply and reconcile: check the box to have Holded perform the reconciliation without manual intervention.
Pause when necessary: if you are making changes, pause the rules to prevent them from being applied incorrectly.