Create and manage transaction matching rules
Use a recurring bank description and optional exact amount to categorize imports.
On this page
Choose a description that identifies the intended transactions and property.
Step 1: Open a new rule
Open Accounting > Rules, then New rule > Rule. You can also choose Create rule after booking when it is offered while booking revenue or an expense. If the page shows no saved rules, use New rule to create the first one.
Step 2: Choose what to match
Choose an Account or Any account. Enter a stable part of the bank text in Description contains. Turn on Match an exact amount only when every intended transaction has that amount. Tenant trust accounts are excluded from automatic rules.
Step 3: Choose the action
Select the action under Then apply this action. The current choices include Revenue, Expense, Fixed asset purchase, Credit card payment, Transfer to, Transfer from and Ignore it. Complete the category, property or account details the action requests.
Step 4: Review and apply
Create & apply rule processes eligible matching unbooked transactions immediately and applies to future matches. Review every field before choosing it, then check the matched, booked and need review results.
Step 5: Manage existing rules
Return to Rules. Use the switch beside a rule to pause or resume it. Open its action menu and choose Edit criteria to review its settings, or Delete to remove it. Check already booked records separately; removing a rule does not undo them.
Choose a useful description
Use the bank’s wording and abbreviations. Avoid dates and confirmation codes that change each time.
A merchant name alone may match purchases for several rentals. Use a stable identifier and check the intended property. For variable bills, leave exact-amount matching off.
Review and split rules
The advanced editor offers automatic booking or Suggest for review. Saving there does not process existing imports; Run rules now is a separate action.
For recurring allocations, use New rule > Split rule and review the split guide. A transfer classification records a movement; it does not send money.
Check the result
- The rule shows its criteria and match count. Review the resulting booked entries.
FAQs
Why is a rule not booking a transaction?
Check the active status, account, description, exact amount and money direction. Review the preview or row message. Already booked or protected entries may be excluded, and an earlier matching rule can take priority.
Does deleting a rule undo previous bookings?
No. Review and correct those saved entries separately.