How to Use Transaction Rules

Quick Review

• What: Automated rules to rename payees and assign categories based on keywords

• Why: Ensure consistent transaction categorization without manual work

• How: Settings > Rules > + Rule button

• Note: Rules apply to downloaded and imported transactions, not manual entries

Overview

Transaction Rules in Quicken Simplifi automatically recognize and update your transactions based on keywords. Once set up, rules rename payees and assign categories to incoming transactions, saving you from repetitive manual categorization.

Ashley discovered transaction rules after getting frustrated with "WAL*MART #2847" appearing differently each visit. Creating a rule with keywords "wal" and "mart" to rename to "Walmart" and categorize as "Groceries" eliminated this daily annoyance. Now they use rules for all regular vendors, making transaction review much faster.

Understanding Transaction Rules

Rules work by watching for keywords in transaction names and taking two possible actions:

• Rename the payee to something consistent and readable

• Assign a category automatically

Viewing Your Rules

To see existing rules:

1. Select Settings from the left navigation panel

2. Select Rules

Here you'll see all active rules and can edit or delete them.

Creating a Payee Rule

Payee rules standardize merchant names for cleaner transaction lists.

From Settings

1. Navigate to Settings > Rules

2. Click + Rule button

3. Choose to match against:

   • Original statement name (what your bank sends)

   • Simplifi name (after any previous processing)

4. Enter keyword(s) to watch for

   • Add multiple keywords with the (+) button

5. Check Rename Payee and enter desired name

6. Click Continue To Review

7. Choose whether to apply to existing transactions

8. Click Create Rule

From a Transaction (Faster Method)

1. Click into a transaction's Payee field

2. Type the new payee name

3. Ensure "Create a rule to also rename this payee for future transactions" is checked

4. Complete the rule setup window that appears

Creating a Category Rule

Category rules automatically assign the right category to specific payees.

From Settings

1. Navigate to Settings > Rules

2. Click + Rule button

3. Select match type and enter keywords

4. Check Update Category and select the category

5. For Quicken Business & Personal users:

   • Check "Use default account usage" if needed

   • Select appropriate business category

6. Click Continue To Review

7. Choose whether to apply to existing transactions

8. Click Create Rule

From a Transaction

1. Click the category field's downward arrow

2. Ensure "Create a rule to also use this category for future transactions" is checked

3. Select the category

4. Complete the rule setup window

Ashley's Rule Strategy

High-frequency merchants: Gas stations, grocery stores, regular restaurants

• Rule for each location to maintain consistency

Cryptic payee names: Online services with unclear billing names

• "AMZN MKTP US" → "Amazon" categorized as "Shopping"

• "Spotify USA" → "Spotify" categorized as "Entertainment"

Business expenses: Client-related vendors

• Rules ensure proper business categorization for tax tracking

Editing Rules

1. Go to Settings > Rules

2. Find the rule and click the three dots

3. Select Edit

4. Make changes

5. Click Continue to Review

6. Choose whether to apply to existing transactions

7. Click Update Rule

Common edits:

• Adding keywords for variations

• Changing categories as spending evolves

• Refining payee names for clarity

Deleting Rules

1. Go to Settings > Rules

2. Click the three dots next to the rule

3. Select Delete

4. Click Delete Rule to confirm

Important Limitations

One category per payee: You can't create multiple category rules for the same payee. If you shop at Target for both groceries and clothing, you'll need to manually recategorize some transactions.

No amount-based rules: Rules work on payee names only, not transaction amounts.

Manual transactions excluded: Rules only apply to downloaded and imported transactions, not those entered manually.

Best Practices

1. Start with problem payees: Create rules for your most confusing transaction names first

2. Use specific keywords: "walmart" is better than just "wal"

3. Review before applying to existing: Ensure rules work correctly on new transactions first

4. Keep rules updated: Delete rules for closed accounts or changed vendors

5. Don't over-rule: Some variety in categorization is normal and okay

Troubleshooting Rules

Rule not working?

• Check if keywords match exactly

• Verify you selected the right name type (original vs. Simplifi)

• Ensure no conflicting rules exist

Wrong category assigned?

• Transaction might match multiple rules

• First matching rule wins

• Review and refine keywords

Too many transactions affected?

• Keywords might be too broad

• Add more specific keywords

• Consider not applying to existing transactions

The Bottom Line

Transaction Rules in Quicken Simplifi eliminate repetitive categorization work. While they require initial setup, the time saved on daily transaction management quickly pays off. Focus on creating rules for your most frequent and problematic payees first, then expand as needed.

Hint: Before creating a rule, search for all transactions from that payee to see naming variations. Ashley discovered their coffee shop appeared as "CAFE NERO," "CAFE NERO #12," and "NERO CAMBRIDGE." Creating a rule with just "NERO" as the keyword caught all variations. This research prevents creating multiple rules for the same vendor or missing transactions due to overly specific keywords.