Bank Rules — the real automation engine Most powerful this is my client work You create rulesBank Rules — the real automation engine Most powerful this is my client work You create rules
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Priyanka's avatar
Priyanka Ganguly
• 2d
Bank Rules — the real automation engine
Most powerful this is my client work
You create rules once. Every matching transaction gets auto-categorized forever — no touching needed.
Banking›Rules›New Rule
Example rules for a restaurant (Sara's case):
Description contains "SYSCO" or "US FOODS"→ Cost of Goods Sold
Description contains "CON EDISON"→ Utilities
Description contains "GUSTO" or "PAYROLL"→ Wages & Salaries
Description contains "GOOGLE ADS"→ Advertising
Description contains "INSURANCE"→ Insurance Expense
3
Bulk review "For Review" tab — approve or fix in seconds
After rules run, go to Banking → For Review. Most are already categorized. You just scan and click Accept. For the few odd ones — change category manually.
Simulate 10 transactions — see what rules do automatically:
SYSCO FOODS 04/01$1,240Auto ✓
CON EDISON 04/02$380Auto ✓
GUSTO PAYROLL 04/05$3,200Auto ✓
GOOGLE ADS 04/06$150Auto ✓
US FOODS 04/08$980Auto ✓
INSURANCE PMT 04/09$210Auto ✓
RENT APRIL 04/10$2,500Auto ✓
AMAZON AMZN*MK9 04/11$47Review needed
SYSCO FOODS 04/15$1,100Auto ✓
ZELLE TRANSFER 04/16$500Review needed
8 auto-categorized · 2 need your eyesHow to fix the 2 manual ones ↗
4
Memorized transactions — for recurring manual entries
If a client pays the same amount monthly by check or wire, use Memorized Transactions. QBO auto-enters it on a schedule.
+New›Journal Entry›Save as Recurring›Set schedule (weekly/monthly)
Example: Rent expense of $2,500 on the 1st of every month — set it once, QBO posts it automatically forever.
5
Reconcile — takes 2 minutes once transactions are clean
After approving all transactions, reconcile to confirm your books match the bank statement exactly.
Accounting›Reconcile›Select account›Enter closing balance›Start Reconciling
Difference: $0.00 — Ready to finish!Books match bank ✓
Your 10-minute monthly routine in QuickBooks
Bank syncs automatically overnight0 min
Rules auto-categorize ~85 of 100 transactions0 min
You review & accept the 85 auto-ones (bulk accept)3 min
Manually fix ~15 unusual transactions4 min
Reconcile bank account2 min
Total monthly close~9 minutes Walk me through my first bank rule step by step ↗
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