Using reconciliation rules

What are reconciliation rules?

Reconciliation rules tell AccBooks how to classify certain transactions automatically, bypassing the review queue entirely. For example, you can create a rule that says “any transaction from HMRC between £1,000 and £5,000 in January → post to VAT Liability (code 2200), 20% VAT, auto-approve.”

Rules are applied in priority order before AI classification runs.

Creating a rule

1. Go to Reconciliation → Rules → New rule.
2. Set the trigger conditions (all conditions must match for the rule to fire):
   • Bank description contains — a text string that must appear in the transaction narrative.
   • Amount is — exact, within a range, greater than, or less than a value.
   • Account is — limit the rule to a specific bank account.
   • Direction is — credit (money in) or debit (money out).
3. Set the action:
   • Post to nominal code — which account to classify it to.
   • VAT treatment — Standard, Zero, Exempt, or Reverse charge.
   • Description — an optional override for the transaction description.
   • Auto-approve — tick this to bypass the review queue entirely.
4. Click Save rule.

Rule priority

If multiple rules could apply to the same transaction, AccBooks uses the rule with the highest priority (lowest number). To reorder rules, drag them in the Rules list.

A rule with Auto-approve enabled posts transactions immediately when the bank feed syncs — they never appear in the reconciliation queue.

Testing a rule

Before saving, click Test rule to see how it would have applied to the last 30 days of transactions. The test shows:

• How many transactions would have been affected.
• Which nominal codes they would have been posted to.
• Whether any existing classifications would have been overridden.

Suggested rules

AccBooks analyses your historical classification patterns and proactively suggests rules for merchants you classify consistently. Go to Reconciliation → Rules → Suggested to review and accept them in bulk.

Common rule examples

Merchant	Trigger	Action
Monthly rent	Description contains “RENT”	Post to 6300 (Rent), Zero VAT, Auto-approve
HMRC PAYE	Description contains “HMRC PAYE”	Post to 2210 (PAYE liability), No VAT, Auto-approve
Payroll direct debits	Description contains your payroll provider	Post to 7000 (Wages), No VAT, Auto-approve
Xero subscription	Description contains “XERO”	Post to 6080 (Software), 20% VAT, Auto-approve

Disabling a rule

Toggle the Active switch on any rule to disable it without deleting it. Disabled rules don’t affect new transactions but can be re-enabled at any time.

Deleting a rule

Click the bin icon next to a rule. This doesn’t affect transactions already posted under the rule — it only stops the rule from applying to future transactions.