What is an Autotag and how does it work?

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 

1. Log in to the web app.
2. From the left-side menu, select Configure > Autotags.
3. Select Create rule.
   

4. 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

   

5. 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.
   
6. Select the list and choose the list item that you want to tag to the transaction.
   

7. Enter a name for the Autotag rule.
   
8. Select Save.

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.

Autotags adds automation to your finance processes by enriching transactions with the data your business relies on. Autotags can apply the right Expense categories, VAT rates, and List items automatically based on the rules you define.

This helps your finance team keep data clean and consistent without manual effort. It also reduces the work employees need to do when tagging their expenses, because many of the fields are already populated for them.

By setting up Autotags to reflect your company’s reporting needs, you ensure that more transactions arrive in the correct category the first time. This makes reconciliation faster and gives you clearer, more reliable financial insights.

Create a new Autotag rule 

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Click the Autotags tab.
4. Select Create rule.
   

5. 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

   

6. Select Next.
7. You'll now be able to decide how transactions should be tagged. Select Add autotags. 
   

8. Choose the relevant tab and select the items to be automatically tagged to transactions. You can choose from:

   • Expense categories
   • VAT rates
   • List items

   

9. When you are done with your selection, select Confirm.
   
10. You'll now be able to review your autotag settings. When you're happy, select Confirm.

How to edit, disable or delete Autotag rules

Edit an autotag rule

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Click the Autotags tab.
4. Select the Edit icon next to the rule you want to change. You'll find the edit icon in the Actions column.
   
5. Make your changes, review your new settings and select Confirm to save the changes.

Disable/enable an autotag rule

When you create a new autotag rule, it will be enabled by default, but you can disable it at any time.

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Click the Autotags tab.
4. Select the toggle next to the rule you want to disable or enable. You'll find the toggle in the Enabled column.
   

Delete an autotag rule

1. Log in to the web app.
2. From the navigation menu, select Configure > Transaction settings.
3. Click the Autotags tab.
4. Select the Delete icon next to the rule you want to remove. You'll find the delete icon in the Actions column.
   
5. Confirm by selecting Delete.

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.