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Autotags automatically tags transactions with list items based on predefined rules, saving you and your employees time in assigning categories, departments, projects, and cost centres. You can also choose to Autotag transactions with VAT rates and Expense categories.
By setting up your existing list items into Autotags, you can efficiently manage your transactions, ensuring they are accurately categorised for better financial management and reporting.
Set up an Autotag rule
Note: Only Super admins, Admins, Accountants, or custom roles with the permission 'Can add, edit, enable or disable autotag rules' can set up Autotag rules.
- Log in to the web app.
- From the left-side menu, select Configure > Autotags.
- Select Create rule.
- You'll now need to define the rules for tagging transactions. For example, perhaps you want to automatically tag a transaction with a specific department to keep track of departmental spend. You could do this by adding a condition for Users or User's card and selecting all of the users or cards within the department.
When setting your conditions you can choose from:
- User
- User's card
- Company card
- Merchant category
- Merchant name
Tip: You're not limited to 1 condition. You can combine multiple conditions by selecting the Add condition option. You can then choose whether the rule needs to match All conditions that you set or Any of the conditions. If you choose Any, this means that even if you have set 5 conditions, if the transaction matches at least 1 of those conditions, it will be tagged with your list items.
- Next, you'll need to choose the list items that should be tagged to the transaction when your conditions are met. Select Choose from lists.
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Select the list and choose the list item that you want to tag to the transaction.
Note: You can add multiple list items but you can only select 1 item from each list.
- Enter a name for the Autotag rule.
- Select Save.
Note: When you create a new rule, it will be set as enabled by default, but you can use the toggle to disable it at any time.
How to edit Autotags
- Log in to the web app.
- From the left-side menu, select Configure > Autotags.
- To change the conditions or list items for the rule, select it from the list. You can then make and save your changes.
- To disable or enable the Autotag rule, select the toggle.
- To delete the Autotag rule, select the delete icon.
Autotag example use cases
Travel expenses
Condition: Merchant category is any of (select categories Transport and Travel)
Action: Assign an item named ‘Travel’ or ‘T&E’.
Specific purpose company card
Condition: User's card is any of (select users)
Action: Assign an item named according to the purpose, e.g. Office supplies, or Event X.
Department assignment
Condition: User is any of (select users)
Action: Assign an item named according to the department, e.g. Sales.