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Stop re-coding the same transactions every month

Let us help with a one-time QuickBooks bank rules setup project to get rules cleaned up and caught up.

The problem

Every month, the same vendors show up in your bank feed and get manually re-coded to the same categories — over and over. Bank rules are supposed to fix this, but most QuickBooks files either have none, or have rules that were set up once and then quietly stopped working (or started coding things wrong) as the business changed. Rules like this tend to get neglected — and in the worst case, bookkeepers protect their own billable hours by not automating the work in the first place.

What we do - $200 Flat Fee

  1. We go through up to 12 months of your transaction history and build rules based on how the transactions have been manually coded
  2. Only build a rule for vendors with 2 or more occurrences and a consistent category — never one-offs, refunds, payroll, or loan payments, which shouldn’t be auto-coded
  3. Flag vendors that need judgment instead of forcing a rule — if a vendor’s category history is inconsistent, a keyword rule would just be wrong part of the time
  4. Check your existing rules for duplicates and typos (a real example we caught: a rule for “Maverick” that should have matched “Maverik,” silently missing every transaction)
  5. Watch for payment-app identity traps: Venmo and Wise often show your own name on the transaction, not the actual vendor — so a rule built on those platforms without care can miscategorize everything that passes through them. 
  6. Enter every rule directly into your QuickBooks Online account, and hand you a short summary of anything we flagged as needing a human decision rather than a rule

See it in action

Analyze Existing Rules - Broken or Vague Rules (Uber vs Uber Eats)

Analyze past transactions to create new rules

Skip or Clarify tricky transactions - King Soopers has been coded as Fuel, Meals, Office Supplies

Create import file

Clients typically see 60–75% of their monthly transaction volume automated after setup — without sacrificing accuracy on the transactions that genuinely need a human eye.

Next Steps to Get Started:

  1. Send us an email to admin@financepals.com
  2. Add us to your QBO account: Gear Icon > Manage Users > Accountants section > Paul@financepals.com
  3. We will send an invoice for $200 and once paid we will complete the project
  4. We will email you the report of rules fixed, rules created and tricky transactions that were skipped
  5. You get cheaper / automated bookkeeping going forward
Finance Pals