How to automate it

How to automate “categorize transactions and fix miscoded ones”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min

typically, every day

70%

of the time can be automated

Easy

to set up

Fix 1 of 2

Software featureBest fix

Set up bank rules so repeat transactions code themselves

Rules in QuickBooks, Xero or NetSuite recognize repeat payees and amounts and post them to the right account automatically.

Typically saves about 50% of the time45 min to set up

1Export last quarter's bank lines and sort by payee to find the top 30 repeats.
2Create a bank rule for each one (QuickBooks bank rules, Xero bank rules, NetSuite matching rules).
3Set rules to suggest, not auto-post, for the first month.
4Review and switch the reliable ones to auto-add.

Tools: QuickBooks Online bank rules · Xero bank rules · NetSuite bank matching rules · Sage Intacct

Fix 2 of 2

Have AI suggest GL codes for the leftover transactions

For transactions no rule catches, AI can suggest an account from your chart of accounts and say why, which you accept or fix.

Typically saves about 40% of the time10 min to set up

1Try the built-in AI categorization first (QuickBooks Online, Xero, Ramp and Brex all suggest codes).
2For the rest, export uncoded lines and your chart of accounts.
3Use the prompt below in an approved AI tool.
4Review every suggestion before posting; turn repeat ones into bank rules.

Prompt to copy

Here is our chart of accounts:
[PASTE ACCOUNT NUMBERS AND NAMES]

For each transaction below, suggest the most likely account, a confidence (high/medium/low) and a one-line reason. If it could be capitalized or is unclear, mark it "ASK". Do not invent accounts.

Transactions:
[PASTE DATE, PAYEE, DESCRIPTION, AMOUNT]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · QuickBooks Online, Xero, Ramp or Brex AI categorization

Quick wins

Have you tried…

Have you set up bank rules so repeat transactions code themselves?: QuickBooks, Xero and NetSuite can recognize the same payee every month and post it to the right account automatically. You set the rule once.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Staff accountant

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