QuickBooks Bank Rules and Categorisation Guide
Write consistent rules for coding bank feed transactions.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Create a guide for categorising bank feed transactions in QuickBooks. My chart of accounts: [CHART_OF_ACCOUNTS]. Typical transactions with description text as it appears in the bank feed (invented or anonymised): [SAMPLE_TRANSACTIONS]. Payees I deal with regularly: [REGULAR_PAYEES]. Things that confuse me, such as owner payments or loan repayments: [CONFUSING_ITEMS]. Give a table of transactions and treatment: the account to use, whether it is an expense, a transfer, a payment against an invoice or bill, or a personal item, and the reason in one sentence. When unsure, say so and ask rather than guess. Explain adding versus matching a transaction in plain words, and why double entry happens when you add something that already exists as an invoice payment [VERIFY terms in my version]; point out where mistakes hide, such as loan principal and interest. Propose bank rules (conditions such as description contains and amount range, account, payee, a warning for rules that are too broad) and a table of five example rules with Condition, Account, Payee, Risk and Review frequency, for example 'description contains MONTHLY SOFTWARE and amount between 20 and 25 goes to Software subscriptions', whose risk is that a price change escapes review. Rules should handle repetitive, low-risk items only; never automate large or unusual items. Weekly 20-minute routine: match, categorise, check, and leave a note on anything unclear. Quarterly rule review: list the rules, check how many transactions each coded, sample ten, and keep a record of changes. List questions for my accountant, especially items affecting tax. This explains good bookkeeping practice for learning; it does not replace an accountant, and any tax or reporting rule should be checked with a qualified professional where I live [VERIFY].
Fill in before use
Optional: type your details and the prompt above updates. Nothing is saved or sent.
Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.