Banking & bank feeds

What it does

Banking works the way FreeAgent does. Each bank account holds its transactions (the lines on your statement). Every line needs an explanation — what the money was for:

• Payment or Receipt — money out or in, put in a category (Fuel, Subcontractor costs, Sales…).
• Invoice receipt — a customer paying one of your Quickie invoices. Saving it records the payment on the invoice, so the invoice turns Paid and drops off Who owes me.
• Bill payment — paying a supplier bill from Bills; the bill is marked paid.
• Transfer — money moved between two of your own accounts (current account → savings, paying the credit card).
• Personal (not business) — on an account you've marked as personal.

Explained lines feed Profit & loss, Budgets and the VAT summary. Lines come in three ways: an Open Banking bank feed (Pro), an uploaded statement (CSV, OFX/QFX or QIF — every plan), or added by hand.

Where to find it

• Navigation: Finance → Banking (owners only)
• URL: /dashboard/banking
• One account: click its name — /dashboard/banking/<account>
• Bank rules: Bank rules on the summary — /dashboard/banking/rules
• Connect a bank: Add new account → Connect a bank — /dashboard/banking/connect
• Categories: Categories at the bottom of the summary — /dashboard/finance/categories

Banking is owner-only: team members never see the business's bank accounts.

Step by step

Add a bank account by hand

1. On Bank accounts summary, open Add new account and pick the kind: Bank account, Savings account, Credit card, PayPal account, Stripe account or Cash account.
2. Enter the Account name (required). Choose the Currency and Status.
3. Tick This is a personal account if it's your own account that sometimes carries business money — you'll only need to explain the business lines.
4. Tick Make this my primary account to list it first everywhere.
5. Under Optional details, add the Bank name, Account number and Sort/Bank code.
6. Under Opening balance, enter the Balance at the start of the Balance date. It defaults to the start of your financial year. Statement lines dated before this day aren't imported — the opening balance already includes them.
7. Leave Guess explanations for my transactions ticked to have new lines proposed for approval.
8. Click Create new account.

Connect a bank (Open Banking)

1. Add new account → Connect a bank, then Connect a bank on the next page.
2. Choose your bank on the provider's secure page, sign in to your bank and approve read-only access (usually in your banking app).
3. You come back to Bank accounts summary. Quickie links each of the bank's accounts — to an account you already added by hand if the sort code and account number match, otherwise to a new one — and imports the last 90 days.

From then on new lines arrive about every six hours. Click Refresh feeds on the summary (or Refresh feed on an account) to fetch them now. Nothing can move money: access is read-only.

UK rules ask you to reconfirm access every 90 days. A week before, the bell tells you; if it lapses, the summary shows a Reconnect banner. Reconnecting keeps all your lines.

Upload a statement

1. Open the account and click Upload statement.
2. Choose the file — a CSV, OFX/QFX or QIF export from your bank's website or app — then Next.
3. Match the columns (CSV only). Quickie guesses from the headings: Date, Date format, Description, and either one Amount column (money out negative) or separate Money in / Paid in and Money out / Paid out columns. Balance and Transaction ID are optional. Tick Flip money in and out for a card statement that shows purchases as positive numbers. The preview shows the first five lines exactly as they'll be imported.
4. Check and import shows how many lines, money in and out, and the dates. Click Import lines.

Uploading an overlapping statement is safe: lines the account already has are skipped.

Explain a transaction

1. On the account page, click a line. It opens in place.
2. Choose the Type — Payment for money out, Receipt for money in (or one of the others below).
3. Choose the Category. The text under it says what belongs there — and Choosing a category below covers the common cases.
4. If you're VAT registered, check the VAT (it follows the category's default).
5. Tidy the Description if you like, then Save changes.

The line turns green with its category beside it.

Split a transaction, link a client, or add a receipt number

1. Click the line, open Adjustments and choose Split or add details (the Edit an explanation page).
2. Click Split this transaction. Each Part has its own Type, Value, Category and Description. The bar underneath tells you how much is still to explain; the parts must add up to the line.
3. Link to client and Receipt no are available on this page.
4. Save changes.

Pay an invoice from a bank line

When money in is exactly what one of your invoices still owes, Quickie proposes it as an Invoice receipt (with the customer's name it's 95% sure). Approve it and the payment is recorded on the invoice — method bank transfer, dated the day it cleared. Or explain it yourself: Type → Invoice receipt, pick the invoice.

Remove explanation (in Adjustments) takes the payment back off the invoice.

Record a transfer between your accounts

Type → Transfer, then choose the other account. If that account has a bank feed, its half of the transfer is matched when it arrives; if you keep it by hand, Quickie writes the matching line for you. For accounts in different currencies, enter the amount that arrived.

Approve guesses (For approval)

New lines are guessed in this order: your bank rules, an invoice still owed, a bill still to pay, the other half of a transfer, a logged expense of the same amount that week, then how the same payee was explained before (Similar transactions). Each shows where it came from and how sure it is.

1. Open the For approval tab (the side panel shows what's waiting, by category).
2. Click a line to see the proposal, then Approve, Change or Reject guess — or tick lines and Approve N selected, or Approve all.

A guess changes nothing until you approve it. If an invoice was paid some other way in the meantime, that line stays waiting with the reason.

Teach it your regular payments: bank rules

1. Bank rules → Add a rule (or, on an explained line, Adjustments → Create a bank rule from this).
2. Say When the description contains / starts with / is exactly some Text, For money in or out, In any account or one.
3. Choose what It's (the category), and optionally the VAT and a Description.
4. Tick Explain matching lines automatically to skip approval for this rule.
5. Add rule. Rules run on new lines and when you choose More → Guess explanations.

Suggest categories with AI (Pro)

On an account, More → Suggest categories with AI sends up to 40 unexplained lines (date, amount, description) and your category list to the AI provider named in the menu. Its suggestions arrive in For approval marked AI suggestion with how sure it is. It can only choose your categories, and it never approves anything.

It's off until the owner switches on Use AI to suggest categories and write monthly summaries in Settings → Finance.

Add a transaction by hand

More → Add a transaction: the date, Money out or Money in, the amount and a description. It appears under Manually added. Use it for cash, or for a line you want in before the statement arrives.

Undo an import

More → Recent imports lists uploads and feed syncs. Undo on an upload removes its lines that haven't been explained; explained ones stay, because explaining them may have recorded a payment or paid a bill.

Disconnect a bank

More → Disconnect bank feed (or Disconnect on Connect a bank). Quickie withdraws its access and stops importing; the account and every line already imported stay.

Choosing a category

Pick where the money belongs, not how it was paid:

Rename categories, add your own or archive the ones you don't use under Categories.

What each screen shows

Bank accounts summary — a chart of Monthly balances (or Daily) for all your pound accounts or one account (switch Balance to Money in & out for bars); Total balance, Total for approval and Total unexplained; then Bank accounts and Payment solutions accounts tables with each account's Bank feed status, For approval and Unexplained counts (with links straight to them) and Account balance "on" the date of its newest line. A star marks the primary account. If the bank reports a different balance you'll see "Bank says …".

An account — tabs All transactions (one month at a time, with the Balance brought forward and a running Balance), Unexplained, For approval and Manually added; search; and side panels for the Bank feed (status, access expiry, latest import, Refresh feed), For approval by category, and Bank details. A tick is explained, a wand is a guess, an AI sparkle is an AI suggestion, a red circle is unexplained.

Edit an explanation — the line itself, the explanation parts, Attachments (PDFs or photos, up to 10 at a time, 1.5 MB each, 20 per line) and, for a guessed line, which Guess rule proposed it.

Tips and good to know

• Explain as you go. Profit & loss warns you when lines are still unexplained, because until then it's incomplete.
• A personal account's unexplained lines don't count towards Total unexplained.
• Deleting an account is only possible while nothing on it is explained; otherwise set its Status to Hidden.
• Lines from a bank feed can't be deleted — the next sync would bring them back. Uploaded and hand-added ones can.
• Accounts in other currencies are shown in their own currency; totals and reports count pounds only.
• If you log an expense on the Expenses page and later explain the bank payment for it, choose it as the Logged expense (Quickie proposes it) so profit counts it once.

Troubleshooting

Related guides

• Bills
• Budgets
• Profit & loss, cash flow & VAT
• Invoices
• Expenses & profit
• Settings