Code transactions with a reason
Unclear transactions get a suggested category and the reason for it.
Finance · On a schedule · Updated
Works with
- Slack
- QuickBooks
- Xero
Slack
QuickBooks
XeroHow do you categorize transactions?
To categorize transactions, set up a Loop in Maito. Each week it reads uncoded transactions in QuickBooks or Xero, suggests a category for each based on past coding and context, writes the reason, asks the card holder about unclear ones, and applies the changes after you approve.
How it's done today
Bookkeeper guesses or asks around.
What Maito does
- Read uncoded transactions
- Look for receipts and context
- Suggest a category or ask the spender
Example
Loop run: Friday 2:00 PM · Uncoded transactions
46 uncoded transactions this week. I suggested a category for 40 and asked card holders about 6. Examples • Brightlane, $400: Advertising. Same vendor and amount as the Sep 9 charge, which you coded that way. • Uber, $38.20, Oct 14: Travel. The same day as Lena's Chicago flight. • Cloudhaven, $2,140: Hosting. Matches the monthly bill from August. Questions sent • Marcus, $860 at Delmar Supply, Oct 9. • Ana, $1,500 at Fieldwork Studio, Oct 11. • 4 more, in Slack. The $1,500 charge could be a contractor, and then it would need a 1099 form, so I did not guess. Source: QuickBooks history and card holders' replies.
@Maito Ana says Fieldwork is a freelance designer. Approve the 40, but hold Ana's.
Coded the 40 in QuickBooks. Fieldwork Studio is set to Contractor and marked as needing a 1099 form. It waits for your check.
Maito (2:00 PM):
46 uncoded transactions this week. I suggested a category for 40 and asked card holders about 6.
Examples
• Brightlane, $400: Advertising. Same vendor and amount as the Sep 9 charge, which you coded that way.
• Uber, $38.20, Oct 14: Travel. The same day as Lena's Chicago flight.
• Cloudhaven, $2,140: Hosting. Matches the monthly bill from August.
Questions sent
• Marcus, $860 at Delmar Supply, Oct 9.
• Ana, $1,500 at Fieldwork Studio, Oct 11.
• 4 more, in Slack.
The $1,500 charge could be a contractor, and then it would need a 1099 form, so I did not guess.
Source: QuickBooks history and card holders' replies.
Tom (2:18 PM):
Ana says Fieldwork is a freelance designer. Approve the 40, but hold Ana's.
Maito (2:20 PM):
Coded the 40 in QuickBooks. Fieldwork Studio is set to Contractor and marked as needing a 1099 form. It waits for your check.
How to set it up
- Ask your agent
“Every Friday, find uncoded transactions in QuickBooks, suggest a category with the reason, and ask the card holder in Slack when you can't tell. Post the list in #bookkeeping for approval.”
- Connect accounting software
- QuickBooks
- Xero
Not connected yet? Your agent sends you a link to sign in.
What it won't do
Maito suggests categories from history and context. It does not make tax or accounting decisions, and a person approves the coding.
Questions
No. It suggests categories and applies them after approval.
From how you coded the same vendor before and other context, such as a matching trip. It states the reason for each.
It asks the card holder in Slack or by email and holds those items.
