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When QuickBooks has enough info to go on, it makes suggestions to help you decide how to manage a transaction. Wherever QuickBooks has a suggestion, you’ll see the Suggested by AI icon. Select it for more details.

Suggestions improve over time, so keep going even if you don't see many at first. As QuickBooks learns how you do things, it will start to fill in info for you in your transactions list when it has high confidence. You can always edit directly in the transaction, and QuickBooks will learn from your changes.

When you have pending bank transactions, QuickBooks suggests matches or categories when it has high confidence. This can help you keep more consistent records and be more accurate in your accounting. 

If there are no matches, QuickBooks will try to help you categorise the transaction. It only pre-fills categories with high-confidence suggestions, which are based on all the info it can find about the transaction. Selecting a transaction to expand or selecting the category menu will show you more category suggestions.

For example, QuickBooks might find a customer or supplier name in the Bank Description for a transaction. If you regularly categorise transactions with that customer name in the Bank Description, QuickBooks will suggest that category and show you the past transactions it found to be similar. If you don't have past transactions that seem similar, it can also recommend categories based on how other businesses have categorised similar transactions, but it will only do so when it has a high likelihood that it will be a good category to use.

Learn more about how AI suggestions work.

Match is selected automatically when QuickBooks suggests a match for a transaction. You can always switch this to Categorise if the match suggestion isn't right and you'd like to categorise the transaction instead. If there is no suggested match, the switch will automatically be set to Categorise, but you can always switch it to Match and manually look for a match. Select Match in the Action column to complete the match.

Sometimes QuickBooks can find partial and combined matches, which it will tell you about next to the match. Select the transaction to see more info.

Finding a match means QuickBooks has a downloaded transaction that is the same as the one you have already categorised and posted. Matching is important for two reasons:

• It avoids duplicates. For example, if a bank transaction for the same amount on the same date matches an expense that is already posted to your books, QuickBooks can suggest that it’s a match so you don’t mistakenly count the expense twice.
• It links related transactions together. For example, if you have a bank transaction that might be for a payment you received on an invoice you already sent and posted to your books, QuickBooks can suggest matching the bank transaction to the invoice. If you match and post the bank transaction, it will be connected as the payment for that invoice and record that it was paid.

Learn more about matching.

If there’s no match suggestion for a transaction, Categorise is selected automatically. QuickBooks also suggests and pre-fills a category for you if it has enough info to go on. Suggestions improve over time as QuickBooks learns your preferences.

• If you agree with the category suggestion, select Post to complete categorising the transaction.
• To learn more about a suggested category, select the Suggested by AI icon next to the suggestion.

Note: You can change the category for any transaction by selecting the category and editing it directly in the table.

Categorising a transaction means choosing a specific account or category for a transaction. This choice is important and determines many accounting details, like which tax forms and reports the amount will show up on, what type of income, expense, or capital it represents, and more.

If you need help getting started, your ProAdvisor can help you understand how to categorise. As you go, QuickBooks will help you stay consistent and make suggestions based on your previous choices and information about the transaction from your bank or credit card.

To manually select a transaction type, select a transaction to expand it in the table. Then select an option from Transaction type. The options you see will change based on whether you’re categorising in a bank account or credit card account feed.

If QuickBooks suggests a bank or credit card account to use for categorising as a paired transaction, the transaction type will automatically be selected (transfer or credit card payment). You'll also see a Pair badge next to the category.

If you have a rule applied, your rule will always supersede our category suggestion, and you’ll see the Rule badge in the category field. 

If the transaction is paired with another transaction, it means QuickBooks found the same transaction in another bank you have connected. This means it’s a transfer or credit card payment between these accounts, and you’ll see the Pair badge in the category field. This prevents duplicates or erroneous accounting. You can always unpair the transaction if you want.

For any transaction, select the dropdown next to Post. Select Split and follow the steps to divide the transaction into different categories.

Select the Settings icon directly above the table in the Bank transactions tab to customise your transaction list.

One of the new features lets you decide if a field you’re tracking should show up as a column in your table. Or you can see a field when you select to expand a transaction instead.

Categorisation history shows you how you've categorised transactions for a specific customer or supplier in the past. This can be helpful in determining how to categorise based your history.

You need to have the From/To column filled out for a transaction for Categorisation history to appear. Your history will only include transactions for which you had From/To filled out the same way. Add a new customer/supplier to begin tracking categorisation history for them. 

Note: From/To column is different from the Bank Description column, which is not tracked for categorisation history since it can contain all different types of information. 

To open the categorisation history:

1. Go to a transaction in the Pending tab for your connected bank. 
2. Select the dropdown next to Post.
3. Select Categorisation history.
   Note: If you don’t see it, there is no categorisation history on file for the supplier or customer listed in the From/To column. 

If you track products/services in QuickBooks, you'll see Product/service available as a field on your banking page. You can customise this field to appear as a column in your table or as a hidden field that appears when you select a transaction to expand it. You can customise your table columns from Settings above the table.

If you select a product/service, QuickBooks clears the category field, and vice versa. In order to select both, split the transaction by selecting Split from the dropdown next to Post.

1. From the Pending tab for your connected bank, select a transaction to open it. 
2. From the Transaction type ▼ dropdown, select Sales receipt.
   Note: You will only see this as an option for money-in transactions. It’s unavailable in credit card accounts.

Pending transactions are transactions that QuickBooks downloaded from your connected bank or financial institution. Pending transactions have cleared your bank, but aren't accounted for yet in QuickBooks. They are waiting for you to match or categorise them. Once you do, they move to your Posted tab. 

Posted transactions are transactions that you matched or chose a category for. Once you post a transaction, it's officially tracked and accounted for. It will show up on your reports.