Accounting rules

Accounting rules fill in categories, vendors, classes, and markup based on the merchant or recipient. They run when transactions arrive in a review queue, and you can always change a value a rule sets.

Where to find rules

Rules live inside each review queue:

1. Click Accounting in the left navigation and choose your accounting system or your PMS.
2. Click the Accounting Rules tab.

You'll see each rule's Label, Configuration, and Status.

Add a rule

1. Click Add Rule.
2. Select a rule type.
3. Fill in the options the rule needs, such as Merchant Name and the category to set.
4. Enter a Rule Label so you can recognize it later.
5. Set Rule Status to Active and save.

To change a rule, click Edit on its row. To remove it, choose Delete Rule and confirm. Set a rule to Inactive to pause it without deleting it.

Rule types for your accounting system

Rule names use your connected system's name, such as QuickBooks or Xero.

Rule	What it does
External Transaction Merchant Name to Category, Class, or Vendor	When a connected card transaction's merchant name contains the text you enter, sets the category, class, or vendor.
External Transaction to Default Category/Account or Vendor	Sets a category or vendor for all connected card transactions that don't match a more specific rule.
Payment Recipient to Category, Class, or Vendor	Codes outgoing payments by who you paid.
Deposit Merchant Name to Category	Codes incoming deposits by the sender's name.
ACH Pull Expense to Category	Assigns all ACH pull expenses to one category.

Merchant name matching looks for your text anywhere in the merchant name, so "HOME DEPOT" matches "THE HOME DEPOT #1234".

Rule types for your PMS

PMS	Rules
Track	Merchant name to Track vendor or liability account, default Track vendor or liability account for external transactions and payments, and payment recipient to Track vendor or liability.
Track and Breezeway	Markup percentage for expense transactions.
OwnerRez	A default OwnerRez category for card expenses.

Tips for good rules

• Start with your ten most common merchants.
• Use a short, distinctive merchant fragment, such as "LOWES" rather than the full store name.
• Pair merchant rules with a default rule so nothing arrives uncoded.

Tip: Combine rules with Automatically Mark Transactions Ready When All Required Fields Are Filled so fully coded transactions move straight to Ready. See Auto mark ready and auto sync.