Accounting & Bookkeeping · How-to guide

Create banking rules

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Automate repeatable classification or matching suggestions for feed transactions with consistent descriptions, payees or amounts.

Audience: Finance administratorsFeature: Banking rulesModule v1.4.5

Jump to steps

Where to goAccounting → Settings → Banking Rules

Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Settings: Create or Edit. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What you’ll accomplish

Automate repeatable classification or matching suggestions for feed transactions with consistent descriptions, payees or amounts. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How it works

The module has banking-rule table, create/edit and delete actions and can apply or undo rules on feed rows. Rule results remain subject to review and reconciliation.

A rule can improve speed but can also repeat a wrong mapping at scale. Use precise conditions and keep rule permissions restricted.

Where an existing CRM payment or bill payment is available, matching may be preferable to adding a new transaction through a rule.

Follow these steps

Identify a genuinely repeatable bank pattern.
Go to Banking Rules and choose New Rule.
Set narrow conditions based on stable statement data.
Select the correct account, category or matching action.
Save and test against a small feed sample.
Check every proposed result.
Broaden the rule only after successful testing.

Settings to check

Rule conditionsIdentify text, payee, amount, account or other supported criteria.

Action or accountDefines the proposed accounting treatment.

PriorityControls which rule applies first when several match.

Active statusAllows a rule to be paused without deletion.

DescriptionExplains the business case for future reviewers.

Check it worked

After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

Open the saved record and confirm its final status.
Review the source reference and every debit and credit line where ledger data was created.
Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Common mistakes to avoid

Avoid rules based on vague text.
Do not automatically classify high-risk or variable payments.
Check rules when bank descriptions change.
Keep a named owner for each rule.
Use the least destructive correction available and record the reason for material changes.
Do not bypass a permission, approval or closed-period control by changing unrelated data.

Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.

Browse connected topics:payment expense banking reconciliation supplier bill check report approval mapping double-entry vendor Plaid

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Create banking rules

What you’ll accomplish

How it works

Follow these steps

Settings to check

Check it worked

Common mistakes to avoid

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