Accountable normally matches your expenses to your bank transactions automatically. For this to work, automatic matching must be switched on for the bank account. It is on by default, but it is worth a quick check if matches are not appearing.
This article also explains how to link or re-link a transaction yourself, handle split payments, and understand what linking does (and does not) affect.
✅ How do I check that automatic matching is on?
Go to your bank account settings and open the Automatic matching section. You will find two toggles: Incoming payments (for revenues) and Outgoing payments (for expenses). Make sure Outgoing payments is enabled so Accountable can match your expenses.
Where to find it:
On web & mobile: Settings → Bank settings → select the bank account → Automatic matching.
Even with automatic matching on, Accountable can occasionally match incorrectly, or a transaction may not have been picked up yet. In that case, you can link (or re-link) it yourself.
👉 How do I set the payment status?
Open the expense and go to the Payment section. Every user has two options here:
"Paid"
"Unpaid"
You cannot manually select a "Pending" status. It is applied automatically by Accountable in specific cases (see below). This behaviour is the same on mobile and web.
ℹ️ A "Pending" status can appear on its own if a linked bank transaction hasn't fully settled yet. This can happen with any connected bank account, not just Accountable Banking,it's not something you set yourself.
For Accountable Banking users: "Pending" also appears automatically when an expense is paid by direct debit (a SEPA mandate on your Accountable Banking account) and there's no payment evidence yet. You'll see a short explanatory note when this happens. Linking a transaction works exactly the same whatever status is shown.
👉 How do I link a bank transaction to an expense?
The linking control lives in the Payment section, labelled "How was this expense paid?". The flow differs slightly between mobile and web.
On mobile
Tap "How was this expense paid?". A full-screen "Link payments" sheet opens.
Make sure "Linked accounts" is selected (the other options are "Cash" and "Paid by other account").
Use the search bar and filters (main account, card, positive/negative…) to narrow the list.
Tick the right transaction, then tap "Save".
On web
Click the "How was this expense paid?" field. A searchable list opens right inside the form.
Type to search (nothing shows until you do).
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✨ Even faster - accept our suggestion. When we spot a likely match, we show it as a card right in the expense, with the transaction's details. Just tap/click "Link" to confirm, or "Dismiss" to reject it. Accepting a suggestion also marks the expense as Paid. This works the same on mobile and web.
For Accountable Banking users (web): if an expense is still unpaid and in euros, you'll also see an "Add to basket" option. This is different from linking: instead of matching an existing transaction, it lets you actually pay the expense from your Accountable Banking account. Use linking to reconcile a payment that already happened; use "Add to basket" to make the payment.
🔄 How do I unlink or change an existing link?
Each linked transaction appears as a small card with a trash icon. Tap or click it to unlink. This works the same on mobile and web.
To swap one transaction for another:
On mobile: reopen the "How was this expense paid?" sheet. Your current transaction is already ticked. Untick it, tick the new one, and tap "Save".
On web: first remove the current transaction using its trash icon, then reopen the field and pick the new one. Selecting a new transaction does not automatically remove the old one, so you need to delete it first.
🔍 Why can't I find the right transaction?
A few common reasons this happens:
The transaction has not synced from your bank yet. This can take some time depending on your bank.
The bank account it came from is not connected to Accountable yet.
You have not searched yet. On web, you must type before results appear. On mobile, use the search bar and filters to widen the list.
💳 Can I link more than one transaction to a single expense?
You can link more than one bank transaction to a single expense (for example, an expense paid in two instalments). On both mobile and web, a progress bar shows how much is still "left to link", when it is "fully linked", and warns you if you have linked too much.
⚠️ Does linking affect my expense's status or my tax filing?
Linking a transaction only updates your expense's paid status. It has no effect on the deductibility of the expense or on your VAT/tax declarations. Those are based on the invoice itself, not on whether it is linked to a transaction.
Key takeaways
Automatic matching is on by default. Check that Outgoing payments is enabled in your bank account's Automatic matching settings if matches are not appearing.
You can always link, re-link, or unlink a transaction manually from the Payment section of any expense.
You can link multiple transactions to one expense for split or partial payments.
Linking a transaction only updates the paid status of your expense. It does not affect deductibility or your tax declarations.
Need help? Chat with us or email support@accountable.eu, we're happy to help.