Relay’s accounting rules can be used seamlessly when connected with QuickBooks or Xero integrations. This automation helps streamline your workflow by automatically categorizing recurring transactions. Whether you’re always buying from the same vendor or want certain charges consistently categorized in a specific way, automation removes the need for manual entry — and keeps your books cleaner.
This article shows you how to set up and manage these rules to make expense tracking smoother.
What Are Accounting Rules?
Accounting rules are customizable settings that automatically apply a category, vendor, **or note to a transaction based on criteria you define.
You can select the conditions -such as merchant name or amount- and Relay takes care of the rest.
For example:
If a transaction’s merchant name includes ‘Zoom,’ you can set up a rule to automatically attach it to an existing category such as ‘Software Subscriptions’ and assign the vendor as ‘Zoom Inc.’
These rules apply to all new transactions going forward.
You can only create accounting rules with Xero or QuickBooks integrations.
When Should You Use Rules?
Automation rules are especially helpful for:
- Recurring vendor charges (e.g., Gusto payroll, Canva, Amazon)
- Regular cardholder activity (e.g., gas, meals)
- Streamlining month-end coding for your accountant or bookkeeper
The more repeatable your spending is, the more powerful automation becomes.
How to Create a Rule
- Sign in to your Relay account on your desktop.
- Go to the Expenses tab
- Click on the three vertical dots in the top right corner
- Click on Rules and automation
- Click Create new rule
-
Set your condition:
- Merchant contains
- Amount equals
- Cardholder is
-
Choose what happens when that condition is met:
- Apply a category
- Assign a vendor
- Click Save
Please note: New rules apply only to future transactions, not retroactively.
Managing Existing Rules
On the Rules and Automation page, you can:
- View all active rules
- Edit conditions and outcomes
- Delete or deactivate rules as needed
Examples of Common Rules
| Condition | Outcome |
|---|---|
| Merchant contains Gusto | Category: Payroll |
| Vendor: Gusto | |
| Amount equals 13.85 | Category: Meals |
| Note: Daily lunch | |
| Card is named Field Debit Card | Category: Field Supplies |
Best Practices
- Use “contains” carefully — too broad and the rule may apply to the wrong transaction
- Don’t overdo it — start with your top 5 vendors or recurring charges
- Keep rules updated — revisit quarterly as your business spending evolves
What’s Next?
With rules in place, you can:
- Review and confirm coding in the Expenses Table
- Match receipts automatically or via the Receipt Inbox
- Sync categorized transactions to your accounting software
Still have questions? Our team is ready to help! Talk to our Customer Experience team