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Transaction Categories

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Accessing Categories

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Understanding Categories

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What are Categories?

• Income Categories: Sources of revenue
• Expense Categories: Types of spending

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Why Categories Matter

• Track where money comes from
• Monitor where money goes
• Generate accurate financial reports
• Simplify tax preparation
• Identify spending patterns

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Default Categories

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Income Categories

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Expense Categories

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Managing Categories

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Creating a Category

1. Go to Categories
2. Click Add Category
3. Select type:
   • Income
   • Expense
4. Enter category name
5. Set tax code (optional)
6. Add description (optional)
7. Click Save

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Category Fields

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Editing Categories

1. Go to Categories
2. Click on the category
3. Update fields as needed
4. Click Save

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Deactivating Categories

1. Open the category
2. Toggle Active to off
3. Save

• No longer appear in dropdowns
• Existing transactions remain categorized
• Can be reactivated later

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Category Hierarchy

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Parent and Child Categories

Vehicle Expenses (Parent)
├── Fuel
├── Maintenance
├── Registration
└── Insurance

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Setting Up Hierarchy

1. Create parent category
2. Create child category
3. Set Parent to the parent category
4. Save

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Reporting with Hierarchy

• Reports can show parent totals
• Drill down into child categories
• Collapse or expand as needed

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Tax Codes

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What are Tax Codes?

• GST/VAT rates
• Tax-exempt items
• Different tax jurisdictions

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Assigning Tax Codes

1. Open category
2. Select Tax Code
3. Choose appropriate code:
   • Standard rate
   • Reduced rate
   • Zero-rated
   • Exempt
4. Save

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Tax Code Examples

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Using Categories

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Categorizing Transactions

1. Open transaction
2. Select category from dropdown
3. Save

1. Select multiple transactions
2. Click Bulk Actions > Set Category
3. Choose category
4. Apply

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Category Rules

1. Go to Settings > Transaction Rules
2. Click Add Rule
3. Set conditions:
   • Description contains
   • Amount range
   • Account
4. Set category
5. Save

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Rule Examples

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Category Reports

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Available Reports

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Generating Reports

1. Go to Reports > Financial
2. Select category report
3. Set date range
4. Choose categories to include
5. Run report

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Understanding Reports

• Shows total income per category
• Percentage of total revenue
• Comparison to prior period

• Shows total spending per category
• Percentage of total expenses
• Trends over time

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Integration with Accounting

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QuickBooks Mapping

1. Go to Settings > Integrations > QuickBooks
2. Click Category Mapping
3. Match each category to a QuickBooks account
4. Save mappings

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Xero Mapping

1. Go to Settings > Integrations > Xero
2. Click Category Mapping
3. Match each category to a Xero account
4. Save mappings

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Sync Behavior

• New transactions sync with mapped account
• Category changes trigger account updates
• Unmapped categories may fail to sync

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Best Practices

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Category Structure

• Keep categories simple and clear
• Use consistent naming conventions
• Create hierarchy for detailed tracking
• Avoid too many categories
• Review and consolidate periodically

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Tax Compliance

• Assign correct tax codes
• Review tax settings regularly
• Ensure consistency across categories
• Document tax treatment decisions

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Maintenance

• Review uncategorized transactions weekly
• Update rules when patterns emerge
• Archive unused categories
• Audit category accuracy quarterly

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Troubleshooting

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Category Not Appearing

1. Check category status (active)
2. Verify type matches transaction type
3. Check user permissions
4. Refresh the page

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Transactions Not Auto-Categorizing

1. Review rule conditions
2. Check rule priority order
3. Verify rule is active
4. Test with manual categorization

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Incorrect Tax Calculation

1. Verify category tax code
2. Check tax code rate
3. Review transaction tax settings
4. Contact support if discrepancy persists