Auto-categorize imported transactions using pattern-based rules with a visual query builder, so you spend less time manually sorting transactions and more time understanding your finances.
Import Rules let you define conditions that automatically assign categories, tags, vendors, and other fields to transactions as they are imported. Rules use a visual query builder with boolean logic, support multiple actions per rule, and can be previewed or applied retroactively to existing transactions.
- Navigate to Budget > Rules
- Click Add Rule
- Give the rule a descriptive name (e.g., "Amazon purchases", "Monthly rent")
Each criterion consists of three parts:
| Component | Options |
|---|---|
| Field | Description, Vendor, Amount, Date, Reference, Notes, Transaction Type |
| Match type | Contains, Equals, Starts with, Ends with, Regex, Greater than, Less than |
| Pattern | The value to match against |
Tip: Use "Contains" for most text matching. Reserve "Regex" for complex patterns where simpler match types won't suffice.
The Transaction Type field lets you filter by Income or Expense. This is useful when the same description appears as both inflow and outflow (e.g., internal transfers between accounts).
Combine multiple conditions using logical operators:
- AND — all conditions must be true
- OR — at least one condition must be true
- NOT — negate a condition or group
Groups can be nested to unlimited depth for complex logic. For example:
(vendor contains "Amazon" AND amount > 50)
OR
(description contains "Prime")
This matches any Amazon purchase over £50, or any transaction mentioning "Prime" regardless of vendor or amount.
When a rule matches a transaction, one or more actions are applied:
| Action | Effect |
|---|---|
| Set category | Assign a specific category |
| Set vendor | Set the vendor/payee field |
| Set notes | Add or replace notes |
| Add tags | Attach tags from your tag sets |
| Set account | Assign to a specific account |
| Set type | Mark as expense or income |
| Set reference | Set the reference field |
| Auto-Link as Transfer | Find and link a matching opposite transaction as a transfer |
You can configure multiple actions per rule — for example, set the category to "Subscriptions" and add a "streaming" tag simultaneously.
The Auto-Link as Transfer action automatically finds a matching transaction on a different account — same amount, opposite type (income vs expense), within a few days — and links the two as a transfer. This is particularly useful for banks that represent internal movements as separate income/expense entries (e.g., Monzo pot transfers).
Example rule for automatic transfer linking:
- Criteria: Transaction Type is Expense AND Description contains "Pot Transfer"
- Action: Auto-Link as Transfer
This works when applying rules manually, during CSV import, and during bank sync.
Each rule has a priority number. Higher priority numbers run first. When multiple rules match the same transaction, the highest-priority rule wins for any conflicting actions.
Tip: Use priority strategically — give specific rules (e.g., "Netflix subscription") a higher priority than general rules (e.g., "All entertainment vendors").
Control how actions interact with existing field values:
| Behavior | Effect |
|---|---|
| Always | Overwrite existing value |
| If empty | Only set the field if it is currently blank |
| Append | Add to the existing value (text fields) |
| Merge | Combine with existing values (for tags) |
Note: "If empty" is useful when you want manual categorization to take precedence over rules.
Before saving a rule, click Preview to see which existing transactions in your account would match the criteria. This lets you verify the rule behaves as expected without making any changes.
Tip: If the preview shows unexpected matches, refine your criteria — add more conditions or switch to a more specific match type.
Rules normally apply during import, but you can also apply them retroactively:
- Open the rule you want to apply
- Click Run Rule Now
- Optionally restrict to uncategorized transactions only
- Confirm to apply
Warning: Running a rule with "Always" behavior on existing transactions will overwrite any manual categorization you've previously done on matching transactions.
- Import — rules are applied automatically during the import process
- Transactions — rules modify transaction fields
- Categories — the most common rule action is setting a category
- Tags — rules can add tags from your configured tag sets
- Auto-apply import rules — toggle whether rules run automatically on new imports (on/off). When disabled, you must run rules manually.