Using Bank Feeds in HirePOS Without Automatic Bank Connections

HirePOS includes powerful bank feeds and reconciliation tools that allow you to:

• Match payments to invoices

• Create expenses

• Reconcile your bank account

These tools work independently of automatic bank feeds (currently provided by third-party vendor, 'Illion').

Automatic bank feeds simply retrieve your statement lines for you.
Everything else (matching, payment creation, expenses, and reconciliation) is handled entirely within HirePOS.

This means you can confidently use HirePOS for your banking workflow by importing your bank transactions via CSV, whether:

• Your bank is not supported

• There is a temporary outage

• You prefer not to connect your bank

• Or you simply want more control over the process

A simple and effective approach is to process your bank transactions weekly:

1. Export your latest transactions from your bank

2. Import them into HirePOS

3. Match and process transactions

4. Reconcile your account

This keeps your accounts up to date and avoids large, hard-to-manage imports.

Log into your online banking (e.g. ANZ, Westpac, NAB, etc.) and:

• Navigate to your transaction or statements area

• Export your transactions as a CSV file

• Work in small date ranges (weekly or monthly is ideal)

• Avoid exporting large periods like a full year

• Include a few extra days overlap from your previous export

  • This helps capture transactions that were pending last time and have now cleared

HirePOS will attempt to filter out duplicates automatically.

HirePOS expects your file to contain three key columns:

• Date

• Amount

• Description

• Dates should be in dd/MM/yyyy format

• Amount:

  • Positive = money in (payments)

  • Negative = money out (expenses)

Some banks export additional or split columns, such as:

• Separate Debit and Credit columns

• Multiple description/reference fields

• Extra columns like balance or transaction type

In these cases, open the file in Excel (or similar) and:

• Combine values into a single Amount column

• Merge description/reference columns if needed

• Ensure you have:

  • Date → Amount → Description

Only one description column can be used in HirePOS, so choose the most useful one, or use Excel to merge multiple columns into one.

• Go to Banking → Bank Reconciliation

• Select your bank account

• Click Import CSV (top left)

• Go to Payments → Bank Feeds

• Click Match Transactions on your account

• Click Reconcile Balances (top right)

• Click Import CSV (top left)

1. Click Choose File (or drag and drop your CSV)

2. Click Preview Data

3. Match the fields:

   • Date

   • Amount

   • Description

4. Click Import Data

Your bank transactions will now appear in HirePOS.

Once imported, you can use the Bank Feeds screen as normal:

• Match incoming payments to invoices

• Create payments where needed

• Create expense entries (if enabled)

This is exactly the same workflow as you do after the automatic bank feeds 'Get Bankfeeds' process.

After processing your transactions:

• Go to Banking → Bank Reconciliation

• Mark off transactions

• Ensure your closing balance matches your bank statement

• Complete the reconciliation

HirePOS will attempt to detect duplicates based on:

• Date

• Amount

• Description

If duplicates appear (e.g. due to slight description changes):

• Use the Void option to ignore the extra line

• If you are not using the Accounting/Bookkeeping module:

  • Only payments will appear

• If you are using the module:

  • Both payments and expenses will be available

You do not need automatic bank feeds to use HirePOS effectively.

By exporting your transactions and importing them via CSV, you can:

• Maintain full control over your data

• Keep your accounts accurate and up to date

• Use all matching and reconciliation features as intended

For more detail on specific features, see:

• Bank Feeds

• Bank Reconciliation