Classification Rules automate repeat decisions during statement review. A rule looks for matching transaction details and then applies the category, provider, method, card digits, or expense description you define.
Rules belong to one business. They do not change transactions until you run them from the Entry Workflow.
Classification Rules are feature-controlled. If the page or Apply Rules action is not available to your company, use Auto-Classify or classify transactions manually.
Open the rules for a business
- Select the business in the header.
- Open Classification Rules from the available bookkeeping tools.
- Confirm the business name before adding or reordering rules.
If no business is selected, the page asks you to select one in the top bar.
Create a rule
Select New Business Rule. The wizard has four stages.
1. Details
Give the rule a name that explains its purpose, such as “Monthly software — Adobe.” You can also choose whether the rule is active.
Inactive rules remain saved but are ignored when rules run.
2. Conditions
Conditions define when the rule matches. Available fields include:
- Bank Description — matched without case sensitivity
- Amount
- Provider
Add more than one condition when a description alone is too broad. Conditions can use the rule’s match logic to require all conditions or allow alternatives.
For bank descriptions, choose the operator that fits the statement text. Start with a plain contains-style match. Use a regular expression only when a simpler condition cannot identify the pattern safely.
3. Classify as
Choose what Simple-C should apply to matching expenses. You can set one or more of:
- Schedule C category
- Provider
- Payment method
- Card last four digits when relevant
- Expense description
At least one result is required. Leave fields blank when the rule should preserve the transaction’s existing value.
4. Review and test
The review step summarizes the conditions and results, then tests the rule against recent imports for the selected business.
- If matches appear, inspect the descriptions and amounts before saving.
- If zero matches appear, you may still save the rule for future transactions.
- If unrelated transactions appear, return to Conditions and make the rule more specific.
Rule priority matters
Rules run from top to bottom. The first rule that matches a transaction wins.
Drag a row or use the up/down actions to change priority. Put specific rules above broad rules. For example, a rule for “AMAZON WEB SERVICES” should be above a broad rule for descriptions containing “AMAZON.”
Resolve overlaps and unreachable rules
Simple-C flags potential conflicts:
- Overlaps — two rules can match the same sample transaction. Priority decides which result wins.
- Unreachable — an identical or broader higher-priority rule always wins first, so the lower rule cannot classify anything.
Review the flagged rows, tighten the conditions, remove a duplicate, or move the intended rule higher. A sample overlap is a warning to review, not proof that every future transaction will conflict.
Clone rules to other businesses
Select one or more rules and choose Clone to other businesses. You can search for a business directly or select businesses from the same NAICS sector.
Cloning copies the rule; it does not keep the businesses permanently linked. Review the copy in each destination business and adjust providers or descriptions when necessary.
Apply rules to imported expenses
Saving a rule does not retroactively change data.
- Open the Entry Workflow.
- Go to the Expenses step for the correct business, bank, and import.
- Select Apply Rules.
- Review the classifications before approval or completion.
Use Auto-Classify when you want Simple-C suggestions beyond your explicit rules. Use Apply Rules when you want your company’s saved logic to run predictably.
Good rule design
- Match the smallest stable part of a bank description.
- Combine description and amount only when the amount is reliably fixed.
- Test before saving.
- Put narrow rules above broad ones.
- Review conflict warnings after every reorder.
- Keep result descriptions useful to a future reviewer.
- Deactivate uncertain rules instead of deleting them immediately.