Custom Rules on Transactions let you build granular rules that find transactions matching your criteria and automatically change them, or split them, the way you want. There are two types: Custom Mapping and Custom Split.
How Custom Rules Work
Go to Rules in the left-hand menu, select the On Transactions tab, then click Custom Rules on Transactions.
Rules apply automatically to new transactions as they come in.
Click Apply Rule on Existing Transactions to see the transactions that match a rule and apply it manually.
Rules are ranked by priority. Rule #1 is applied last, so it wins if two rules can apply to the same transaction.
Rules never change locked transactions. Unlock the transaction, apply the rule, then lock it again.
Custom Mapping Rules
Use a Custom Mapping rule to change details on a transaction, such as its category, merchant, or memo.
Step 1: Create the Rule
Click the plus sign and give the rule a name.
Step 2: Choose Your Criteria
Under If a transaction meets the following criteria, choose what the rule should look for. You can combine more than one criterion. The options are:
Category is
Account
Merchant is, or Merchant contains
Memo contains
Asset, Group, Owner, or Channel
Amount is strictly greater than, strictly less than, or equal to a value
Has sub-transactions
Step 3: Choose the Changes
Under Then apply the following changes, choose what should happen to matching transactions. The options are:
Category becomes
Merchant becomes
Asset becomes
Owner becomes
Add a markup percent, or add a fixed markup
Accounting becomes
Transaction type becomes (check Reimbursable or Deductible)
Memo becomes (replaces the memo from the bank or credit card)
Note: You must select at least one change for the rule to work.
Step 4: Save and Apply
Save the rule. It applies to new transactions automatically. To update transactions you already have, click Apply Rule on Existing Transactions.
Custom Split Rules
Use a Custom Split rule to split a transaction automatically. The new splits become sub-transactions under the original transaction. This works well for splitting an expense equally across assets or owners, or for a custom split.
Step 1: Create the Rule
Click the plus sign, give the rule a name, and enter a priority number.
Step 2: Choose Your Criteria
Under If a transaction meets the following criteria, choose what the rule should look for. You can combine more than one criterion. The options are:
Category
Account
Merchant is, or Merchant contains
Memo contains
Asset is, Group is, Owner is, or Channel is
Amount is strictly greater than, strictly less than, or equal to a value
Step 3: Set Up the Splits
On the outgoing side, choose how the transaction should be split:
Click the plus sign to add a split manually.
Or click Equal split across all assets or Equal split across all owners to add the full list automatically. Clearing calculates equal percentages for you.
For a manual split, set the percentage, category, asset, homeowner, and accounting field for each line.
Step 4: Save and Apply
Save the rule, then click Apply to update your existing transactions. From then on, it applies automatically to new ones.
Examples
Shared utility bill: A duplex has one shared utility bill. Create a rule that splits it 50/50 between both units so each unit's statement shows the correct expense.
Software expense: Split a software subscription across all assets as a technology fee.
Frequently Asked Questions
Why are VRBO payments labeled "Yapstone" in my bank feed, and how can I fix it?
Why are VRBO payments labeled "Yapstone" in my bank feed, and how can I fix it?
VRBO Remittance and Recapture payments can appear as "Yapstone" instead of "VRP Payments" because VRP (VacationRentPayment) is owned by Yapstone, and the merchant name in your bank feed is set by your bank, not Clearing.
To label these deposits correctly so they match without manual edits, create a Custom Mapping rule that renames the merchant:
Go to Rules, select the On Transactions tab, then open Custom Rules on Transactions.
Click the plus sign and name the rule.
Under the criteria, choose Merchant is (or Merchant contains) and enter "Yapstone."
Under the changes, choose Merchant becomes and enter a name such as "VRP Payments."
Save the rule. It applies to new transactions automatically. To update transactions you already have, click Apply Rule on Existing Transactions.
Rules never change locked transactions, so unlock any you want updated first, then lock them again afterward.
Why does a merchant show up as a brand new merchant for every transaction?
Why does a merchant show up as a brand new merchant for every transaction?
Some banks add a unique number, like a task ID, to the merchant name (for example, "Thumbtack 1234567"). Because the name is different each time, Clearing creates a new merchant for every transaction.
To combine them into a single merchant, create a Custom Mapping rule:
Go to Rules, select the On Transactions tab, then open Custom Rules on Transactions.
Click the plus sign and name the rule.
Under the criteria, choose Merchant contains and enter the part of the name that stays the same (for example, "Thumbtack").
Under the changes, choose Merchant becomes and enter the single name you want (for example, "Thumbtack").
Save the rule, then click Apply Rule on Existing Transactions to clean up transactions you already have. Locked transactions aren't changed, so unlock them first if needed.
Why didn't my rule change some transactions?
Why didn't my rule change some transactions?
Rules never change locked transactions. Unlock the transaction, click Apply Rule on Existing Transactions, then lock it again.
What happens if two rules match the same transaction?
What happens if two rules match the same transaction?
Rules are ranked by priority. Rule #1 is applied last, so its changes win wherever two rules conflict.
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Clearing is a Financial Technology Company, not a bank.