xBoox

Create and manage Bank Rules

Create Workspace-specific suggestions for recurring imported bank descriptions.

The Rule definition (its name, conditions, account scope, suggested action and Tags) is saved together. If storing part of that definition fails, the definition update is not partially applied. This does not combine the separate priority update or list refresh described below.

Saving, changing the status of, or deleting a Rule is separate from refreshing the Rules and Bank Transactions lists. If xBoox says the Rule action completed but the lists could not refresh, refresh the page before trying the action again. A requested priority is a separate controlled update; xBoox identifies when the Rule saved but that priority could not be applied.

If a Rule cannot be saved, xBoox opens a correction dialog above the Rule drawer so the reason remains visible. Correct the requested name, conditions, account, or amount before trying again; the drawer stays open and does not discard your work.

Create a rule

  1. Open Settings > Rules.
  2. Select New Rule.
  3. Enter a clear rule name.
  4. Choose whether all conditions or any condition must match.
  5. Add conditions based on supported bank-row fields and values.
  6. Restrict the rule to an account or money direction when appropriate. Choose Money in or out only when the same suggestion is appropriate for either direction.
  7. Choose the suggested Transaction Type, Category, Tax, Tags, or Note settings. The Tags selector supports multiple Tags and Add new tag without leaving the Rule. Bank Rules do not assign a Payee or Merchant.

For a Transfer rule, choose the other account for the transfer. The available accounts follow the selected Money Direction. A Money in or out Transfer rule can use only an account eligible on both sides. The rule will not suggest transferring a bank row to its own account.

The Tax setting is available only while GST/HST tracking is enabled. When tracking is disabled, a new or edited Rule does not display a Tax assignment and uses Out of Scope for future suggestions.

  1. Set Rule Order / Priority when the rule should run before or after another rule.
  2. Preview the rule against all eligible Pending rows. The preview reports the full matching count; the results area is locally scrollable when there are many matches.
  3. Save the rule.

Priority

When more than one active rule matches, the rule with the lowest Rule Order / Priority number wins: 1 runs first, then 2, and so on. Set a rule's position to move it there; xBoox shifts the other rules so each position remains unique. Put a specific rule before a more general one.

Important rules

  • Rules are user-created Workspace records and do not assign a Payee or Merchant.
  • Rules apply to eligible Pending bank rows, not already posted rows.
  • A rule provides a suggestion. Auto-post remains off by default.
  • A rule with a Category that becomes inactive or unavailable stops suggesting transactions until its assignment is corrected. Deleting a Tag removes that Tag from saved rules. You can deactivate a rule even when an older assignment is no longer valid.
  • Amount conditions compare the absolute statement amount. For example, a single Money in or out rule for a $20.00 fee can suggest the Bank Charges Category for both a $20 bank charge and its later $20 fee waiver. When the money-in row is posted to that Expense Category, it reduces that Category rather than becoming Income.
  • Bank text conditions support Unicode letters and numbers, including Chinese

merchant text. Punctuation-only text is not a valid matching condition.

  • Review every suggested result before posting, especially Category, Tax, and transaction type.
  • Only the Workspace Owner can create or change Bank Rules.

Note and memo length

Note, memo, description, and review-reason inputs use a single line. Use the left and right arrow keys to move through longer text without expanding the form. New or edited text is limited to 500 characters; typing stops at the limit, and pasted text is silently shortened. No character counter or extra dialog appears. Existing longer notes are preserved when you save other changes without changing that text. Imported working Bank Memo fields are limited to 500 characters; the original import source is retained separately.

Suggested document names and Categories

Bank-row document names follow account type and money direction: Expense for Money Out, Deposit for bank Money In, and Credit Card Credit for credit-card Money In. Transfer continues to handle movements between your accounts. A rule's Category determines the accounting destination; a money-in suggestion for Bank Charges reduces fees rather than creating revenue.