Setting Up Bank Rules to Automate Transaction Classification and Reconciliation

Bank rules allow you to automatically classify bank transactions based on predefined conditions, reducing manual work and speeding up the reconciliation process.

Each rule is designed to capture a specific pattern in transactions and apply a predefined classification automatically.

Examples of using bank rules

Recurring transactions with the same description
Fixed expenses (internet, fees, subscriptions)
Recurring income from the same customer
Repeated internal transfers

How to access bank rules

Go to "Bank Accounts" from the main menu.
Click on the bank account you want to assign a rule to.
Then click "Manage Rules".
Then click "Manage Rules".

Creating a new rule

Click "Add".
Then fill in the rule details as follows:

Rule Information

Bank Account: Select the account where the rule will apply (e.g., CIB)

Rule Name: Enter a clear name to identify the rule later (e.g., Revenue – recurring customer income)

Rule Details (Conditions – If)

Here you define when the rule should be applied

Transaction Type: Choose whether the rule applies to withdrawals or deposits

Matching Type: Choose whether all conditions must match, or any of them

Set Conditions

Choose the field (e.g., Contact, Description, Reference, Amount)

Select the condition type (e.g., contains, equals)

Enter the value (e.g., the word "Recurring revenue")

You can add multiple conditions by clicking (+ Add condition)

Set Results (Then)

Here you define the automatic action the system will take when the conditions are met

From the dropdown, choose the action (e.g., classify to account), then select the accounting account (e.g., 402 – Sales).

You can add additional results by clicking (+ Add result), such as

Assigning a tax rate (e.g., VAT 15%)

Assigning a specific project or cost center

Reconciliation

After defining the conditions and results, scroll down to the bottom of the rule screen

You will see a list of transactions that match the conditions

Enable the option
"Reconcile unreconciled transactions"

When this option is enabled, the system will apply the selected classification and attempt to automatically reconcile the transactions

"Click "Save Rule

After saving, the rule will be applied immediately to the transactions shown in the preview, and will also

apply automatically to any future transactions that match the same conditions

Rule Priority and Ordering

Transactions are processed based on the order of rules shown on the screen. If a transaction matches more than one rule, the system will apply the first matching rule and ignore the rest.

You can easily reorder rules to set priority:

Go to the rules screen for the bank account
Click and hold the drag icon (six dots) next to the rule
Drag the rule up or down to change its position

Note: Always place highly specific rules at the top and more general rules at the bottom.

For example, if you have a general rule that classifies any transaction containing the word "bank" as an expense, and a more specific rule that classifies "CIB bank fees" as bank charges, the specific rule should be placed first to avoid being overridden by the general one.