Solved

How do I stop QuickBooks Online from automatically applying bank rules or suggested categories without my review?

Forum|Forum|5 years ago
January 8, 2021
24 replies
115 views

I've have almost a dozen transactions impacted by a suggested banking rule that was automatically applied without my knowledge. How do you turn off suggested rules, or at the least prevent the system from automatically applying them?

QuickBooks Online

Best answer by katelynner

QuickBooks Online won't silently build and apply a brand-new bank rule on its own. If a rule affected transactions without your review, it's almost always because an existing rule already had automatic posting turned on, whether you set that up yourself, it came from a previous team member's setup, or it carried over from a QuickBooks Desktop migration. Here's how to find that rule, turn off automatic posting, fix the transactions it already changed, and turn off suggested categorization altogether if you'd rather review everything yourself.

Step 1: Find the rule that's auto-posting transactions

Go to All apps, then Accounting, then Rules.
Look through your rules for any that show automatic posting turned on.
Select Edit on that rule to open it.

Step 2: Turn off automatic posting for that rule

In the rule window, find Automatically confirm transactions this rule applies to.
Turn this setting off.
Select Save.

The rule can still suggest a category for you to review, but it will no longer post transactions on its own.

Step 3: Find and fix the transactions the rule already changed

Go to All apps, then Accounting, then Bank transactions.
Open the tab showing transactions already added to your books, and look for the ones tied to that rule.
Review each one. If the category is wrong, edit it directly. If a transaction shouldn't have been added at all, you can undo it from there.

Step 4: Turn off suggested categorization, if you'd rather categorize everything yourself

This is separate from bank rules. It controls whether QuickBooks suggests a category while you're reviewing transactions in the Pending tab. You'd still approve or change it yourself; it doesn't post anything automatically on its own.

Go to All apps, then Accounting, then Bank transactions.
Select Settings (the gear icon).
Uncheck Enable suggested categorization.

Turning this off stops future suggestions. It won't undo anything already posted, which is why Step 3 comes first.

If you still see a rule you never created or enabled

If you've checked your Rules list and something still looks like it appeared without any action on your part, that's worth a direct conversation with support so they can look at your account's history and confirm what happened, rather than guessing from the outside.

Guides: Set up bank rules to categorize online banking transactions in QuickBooks Online, Categorize online bank transactions in QuickBooks Online

JoesemM

QuickBooks Team

Thanks for posting in the Community space, @info1447.

You can edit the rule that you’ve created and then turn-off the Auto-add feature. This will prevent the system from automatically categorizing your transactions. Let me guide you how:

Click the Banking menu and go to the Rules tab.
Find the rule that you want the Auto-add feature to get rid of and click on the Edit link below the Actions column.
On the Edit rule window that appears, scroll down and click the button under the Automatically confirm transactions this rule applies to option.
Click on Save once you're done.

For more details about bank rules, see this article: How to Set and Use Banking Rules for Downloaded Transactions.

I'll be attaching these articles that will guide you in categorizing transactions and the reconciliation process:

I'm just a few clicks away if you need more help with QuickBooks Online. Take care and stay safe.

I

info1447Author

This actually does not answer my question. I want to know how to keep Quickbooks Online from automatically creating suggested rules? The software created and implemented a rule that moved a dozen transactions that have messed up my books. I don't want the software to suggest or implement rules unless I choose to do it. How do I make that happen?

JasroV

Level 8

I appreciate your prompt reply and for the clarification, @info1447.

Bank rules help you automatically categorize transactions when downloading them from your bank. Since it's causing issues with your account, I recommend reaching out to our Support team.

They have the necessary tools to securely check your account and investigate the cause of this. Here’s how to reach out to them:

Go to the (?) Help icon.
Choose the Talk to a human option (type it again if prompted).
Select I still need a human.
Click the Contact us.
Enter a brief discussion of your concern and continue with Let's talk.
Choose either Get a callback or Send a message (if you prefer to chat).

You can also refer to this link for more details: QuickBooks Online Support. Ensure to review their support hours to know when agents are available.

When everything is in place, you can now categorize those transactions to the right account. Once done, you’re ready to reconcile your accounts anytime.

Let me know if you have other concerns or questions about bank rules or with QuickBooks. I’ll be around to back you up. Keep safe and stay healthy.

R

roci

Same. I hate these rules with every bone in my body. Super annoying and causes so much pack pedaling. I'm certain my records are whacked because I didn't realize it was applying the WRONG information for quite some time. Stop it QB. I can't even understand the logic that goes into creating these rules based one one little word it detects. Horrible horrible functionality.

katelynner

Answer

Community Manager

QuickBooks Online won't silently build and apply a brand-new bank rule on its own. If a rule affected transactions without your review, it's almost always because an existing rule already had automatic posting turned on, whether you set that up yourself, it came from a previous team member's setup, or it carried over from a QuickBooks Desktop migration. Here's how to find that rule, turn off automatic posting, fix the transactions it already changed, and turn off suggested categorization altogether if you'd rather review everything yourself.