What this guide covers
If you buy fuel at the same garage every week, you should not have to categorise it every week. Categorisation rules map a word or merchant to a category once, and every future WhatsApp message or receipt that matches is categorised instantly.
1. Open Categorisation rules in Account
Go to Account and open the Categorisation rules card. You will see any rules you have already created, with the option to add or delete.
Open Account2. Add a rule: a match word and a category
Enter the text to match — a merchant name like "Shell" or a phrase like "client lunch" — and pick the category it should always get. Matching is case-insensitive and looks inside the description, so "shell" matches "SHELL GARAGE LEEDS".
Open Account3. Rules run before the AI, on every capture
Whenever a WhatsApp message or a receipt (WhatsApp or web upload) matches one of your rules, the category is applied immediately and marked confirmed — no AI involved, so rule matches never use your monthly AI allowance. When several rules match, the most specific (longest) one wins.
See WhatsApp capture4. Prune rules that misfire
If a rule is too broad — "shop" will match more than you expect — delete it and add a more specific one. Rules only affect new captures; existing transactions keep their categories until you edit them.
Review transactionsBefore you move on
- Rules exist for your regular merchants and repeat purchases
- Match text is specific enough not to catch unrelated spending
- New captures from those merchants arrive already categorised
- Misfiring rules are deleted rather than worked around
Put the guide into practice.
Open the relevant workspace and complete the next step with this guide available in another tab.
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