Merchant rules: categorize movements automatically
A merchant rule remembers that some text in the bank description (for example "UBER" or "ICE") always goes to the same ledger account, so future imports arrive already categorized.
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Steps
Open an import with Review import and, on the line that repeats every month, click New rule; or use View suggestions under Merchant rule suggestions.
Under Match condition choose the bank line and how strict the Merchant rule is: Exact match (the whole description), Contains (the text appears anywhere) or Starts with.
Under Action choose the destination ledger account (Select account) used when the rule matches, and save with Save rule.
You can also create one while deciding a line in Reconciliation: choose the account, pick a strategy in Optional rule and use Categorize; the category is applied to the line and saved as a rule.
When you accept an AI suggestion or change the account of a merchant's movement, Remember for similar movements comes checked and saves the rule with the merchant's words (without reference numbers).
In future imports the matching lines arrive categorized with the Merchant memory method and appear under the Rules applied filter; the Merchant memory panel in Reconciliation shows how many times each rule was applied.
Rules are listed and deleted in Settings → Automation, Merchant rules tab.
Tips
- Prefer Contains with a distinctive word from the merchant: bank descriptions often add dates or reference numbers that change every time.
- A rule only categorizes; if the movement pays an invoice or a bill, link it to the document instead of categorizing it.
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