How to Create a Rule in Quickbooks Online

How to Create a Rule in QuickBooks Online

QuickBooks Online is a powerful accounting software that helps businesses manage their finances efficiently. One of the features that can save you time and effort is the ability to create rules. Rules in QuickBooks Online allow you to automatically categorize and process transactions based on specific criteria. This article will guide you through the process of creating a rule in QuickBooks Online and provide answers to frequently asked questions.

Creating a Rule in QuickBooks Online:

Step 1: Sign in to your QuickBooks Online account and navigate to the Banking tab.

Step 2: Select the Banking menu on the left-hand side of the screen and choose “Banking” from the drop-down options.

Step 3: Select the account you want to create a rule for from the list of bank and credit card accounts.

Step 4: Locate the transaction you want to create a rule for and click on it to open the details.

Step 5: In the transaction details, click on the “Create rule” button located at the bottom right corner of the screen.

Step 6: A pop-up window will appear, allowing you to define the criteria for your rule. Start by giving your rule a name that will help you identify it easily.

Step 7: Choose the conditions that the transaction must meet for the rule to be applied. You can set conditions based on the payee, description, amount, or any other criteria that match your specific needs.

Step 8: Once you have set the conditions, select the action you want QuickBooks Online to take when a transaction meets those conditions. You can choose to automatically categorize the transaction, add a memo, or tag it for later review.

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Step 9: If you want the rule to apply to past transactions that meet the criteria, check the box that says “Also apply to existing transactions.”

Step 10: Click on the “Save” button to create the rule. QuickBooks Online will now automatically apply the rule to any new transactions that meet the specified conditions.


Q: Can I edit or delete a rule in QuickBooks Online?

A: Yes, you can edit or delete a rule by going to the Banking tab, selecting the account, and clicking on the “Rules” tab. From there, you can edit the rule by clicking on the pencil icon or delete it by clicking on the trash can icon.

Q: How many rules can I create in QuickBooks Online?

A: QuickBooks Online allows you to create up to 100 rules per account.

Q: Can I prioritize rules in QuickBooks Online?

A: No, QuickBooks Online applies rules in the order in which they were created. If you have conflicting rules, the first one that matches the transaction’s criteria will be applied.

Q: Will QuickBooks Online apply rules to transactions that were manually categorized?

A: No, QuickBooks Online will not apply rules to transactions that have already been manually categorized. Rules only apply to new and uncategorized transactions.

Q: Can I create rules for specific bank or credit card accounts?

A: Yes, you can create separate rules for each bank or credit card account in QuickBooks Online. Simply select the account you want to create a rule for when following the steps mentioned above.

In conclusion, creating rules in QuickBooks Online can significantly streamline your accounting process by automating transaction categorization and processing. By following the steps outlined in this article, you can easily create rules and save valuable time. If you have further questions or need assistance, consult the QuickBooks Online support resources or reach out to their customer service team.

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