Rules that stick

What are rules?

Rules are patterns you create to automatically categorize future transactions. Once set, they work on every import without you lifting a finger.

Instead of categorizing "Starbucks" manually every time, you write a rule: "If transaction contains 'Starbucks', put it in Coffee." Done.

How to create a rule

Rules typically have two parts: a trigger and an action.

Trigger: The pattern to look for (e.g., "AMAZON", "NETFLIX", "WHOLE FOODS")

Action: The category to assign (e.g., Shopping, Entertainment, Groceries)

Example: Rule triggers on "SPOTIFY" and assigns to "Entertainment"

Types of rules

Different rules work for different scenarios:

• Exact match: "PAYPAL" matches only PayPal transactions exactly.
• Partial match: "GAS" matches "SHELL GAS", "EXXON GAS", "CHEVRON GAS", etc.
• Regex (advanced): More complex patterns using regular expressions for full control.
• Amount-based: Rules that trigger based on transaction amount (e.g., "More than $100 goes to Large Expense")
• Date-based: Rules that trigger on specific dates (e.g., monthly subscriptions).

Rule priority and order

When you have many rules, order matters. ZenExpenses applies rules from top to bottom, stopping at the first match.

Example: If you have a "Starbucks" rule and a broader "COFFEE" rule, list "Starbucks" first so specific matches take priority.

Best practices for rules

• Start simple: Use partial matches covering most of your transactions. Add specific rules for edge cases.
• Use meaningful patterns: "AMZ" works for Amazon, but "AMAZON" is clearer to future you.
• Test before importing: Create rules, then run a small import to verify they work.
• Review mismatches: Check categorized transactions after each import. If something gets miscategorized, refine your rules.
• Keep rules updated: If a vendor name changes or you start using a new one, update your rules.

Common mistakes

• Too broad patterns: A rule for "FOOD" might catch "FACEBOOK" too. Test first.
• Wrong order: If a general rule is listed before a specific one, the specific rule will never match.
• Ignoring bank formatting: Your bank might add codes before vendor names. Check a few transactions to see the exact format.
• One rule per vendor: You don't need a rule for every grocery store. A rule for "GROCERY" or "WHOLE FOODS" covers many.