IndustriesNewsletterAbout

Pre-categorize bank transactions for bookkeeping

Use AI to suggest categories for uncategorized transactions.

Estimated time saved

Estimated: 1–3 hours per client per month. (Estimate; results vary.)

Tools
  • QuickBooks Online (built-in AI features)
  • Xero bank rules
  • ChatGPT (data analysis)
  • Microsoft Copilot in Excel

The problem

Bookkeepers spend hours categorizing vague bank descriptions.

Step by step

  1. 1Set up bank rules for recurring vendors first.
  2. 2Export the remaining uncategorized items to CSV.
  3. 3Ask AI to suggest a category from your chart of accounts with a confidence note.
  4. 4Bookkeeper approves and imports.

Copy-paste prompt

Prompt
Using this chart of accounts: [list], suggest a category for each transaction below. Mark LOW CONFIDENCE where unclear. Return a table: date, description, amount, suggested account, confidence.

[paste transactions]

Review AI output before using it. Don’t paste confidential, customer or patient data into tools your company hasn’t approved.

Get this built for your business

Want “Pre-categorize bank transactions for bookkeeping” set up and running in your company? Tell us a little about your business.