Overview

Ledgersync now offers the ability to use AI to create global rules automatically. We have fine-tuned the AI model to understand transactional data and suggest global rules with vendor assignments. The AI global rule engine strips out all the unnecessary bank transaction information and creates accurate, clean global rules that are ready to use.

This powerful feature dramatically reduces the time needed to build your Rules Engine library while ensuring consistency across your entire client base.

Two Ways to Create AI-Generated Global Rules

Method 1: Single Transaction AI Rule Creation

Create one AI-powered global rule at a time for precise, targeted rule building.

Steps:

1. Navigate to the Transactions tab for your client
2. Click on the transaction you want to create a rule for
3. Select the Global Rule button
4. Select AI from the options
5. The AI will analyze the transaction and create a clean global rule with vendor assignment
6. Review and save the rule

Best for: Reviewing individual transactions that need specific attention or when you want to carefully build rules one at a time.

Method 2: Bulk AI Rule Creation

Create AI-powered global rules for multiple transactions at once - a massive time-saver for processing large batches of transactions.

Steps:

1. Navigate to the Transactions tab for your client
2. Use the filter to select all the transactions you want AI to create rules for
3. Click the "AI Rules" button at the top
4. The AI will process all selected transactions and create global rules for each one
5. Review the rules created (each will be prefixed with "AI" in the rule name)
6. Edit or approve rules as needed

Best for: Processing month-end transactions, onboarding new clients, or catching up on backlogged transactions that need categorization.

Important: Mapping Global Categories to QuickBooks Online

How to map global categories:

1. Go to the Rules Engine menu
2. Select Global Rules
3. Click on Global Categories
4. Map each global category to the appropriate GL account for each client

Once mapped, the AI-created rules will automatically categorize transactions to the correct chart of accounts across all your clients.

Identifying AI-Created Rules

Every rule created by AI will have a prefix in the Rule Name with "AI" so you can easily identify which rules were created by the AI model versus manually created rules.

Example:

• AI-created rule: AI - Starbucks - Meals & Entertainment
• Manual rule: MB.Meals.Starbucks

This naming convention makes it easy to:

• Track which rules were AI-generated
• Review and audit AI suggestions
• Filter and manage your rules library

What's the Value Add?

1. Massive Time Savings

AI automatically assigns vendors and categories for you, eliminating the manual work of creating rules from scratch. What used to take hours can now be done in minutes.

Time comparison:

• Manual rule creation: 2-3 minutes per rule
• AI rule creation (single): 10-15 seconds per rule
• AI rule creation (bulk): Process 50+ transactions in under 2 minutes

2. Consistency Across All Clients

The AI model ensures consistent vendor naming and categorization across your entire firm. AI will not duplicate rules - it recognizes similar vendors and transactions, preventing redundant rules in your library.

Example: If "STARBUCKS #1234" and "STARBUCKS #5678" appear in different transactions, the AI creates one clean global rule for "Starbucks" instead of creating duplicate rules for each location.

3. Bulk Processing with Visual Review and Edit Capabilities

Unlike blind automation, Ledgersync's AI rule creation gives you visibility and control:

• Bulk assign transactions while seeing exactly what rules are being created
• Review AI suggestions before finalizing
• Edit any rule as you see fit
• Maintain quality control while gaining efficiency

This combines the speed of automation with the accuracy of human oversight.

Best Practices for AI Rule Creation

When to Use Single Transaction Method:

• Complex or unusual transactions that need careful review
• High-value transactions requiring specific categorization
• When you're learning how the AI categorizes transactions
• For transactions that may need custom vendor mapping

When to Use Bulk AI Rules Method:

• Month-end processing for multiple clients
• Onboarding new clients with historical transactions
• Processing recurring vendor transactions (utilities, subscriptions, etc.)
• Catching up on backlogged uncategorized transactions

After Creating AI Rules:

1. Review the rules created - Check that vendors and categories make sense
2. Map global categories to QBO - Ensure categories are mapped to correct GL accounts
3. Test the rules - Run a few transactions through to verify categorization
4. Refine as needed - Edit any rules that need adjustments

Practical Example

Scenario: You have 100 uncategorized transactions from a new client's first month.

Old way (manual):

• Review each transaction individually
• Create rule for each unique vendor
• Assign category and GL code
• Time required: 3-4 hours

New way (AI bulk rules):

1. Filter all 100 transactions in the Transactions tab
2. Click "AI Rules" button
3. AI processes all 100 transactions in under 2 minutes
4. Review the AI-created rules (10-15 minutes)
5. Map global categories to client's QBO chart of accounts (15-20 minutes)
6. Total time: 30-35 minutes (saving 2.5-3 hours)

Result: 80-90% time savings with the same level of accuracy and control.

Troubleshooting

Q: What if the AI creates a rule I don't agree with?
A: Simply edit the rule after it's created. You have full control to modify vendors, categories, or delete the rule entirely.

Q: Will AI rules work across all my clients?
A: Yes! AI creates global rules, which means they apply to all clients once you've mapped the global categories to each client's QBO chart of accounts.

Q: Can I turn off the AI prefix in rule names?
A: The "AI" prefix is automatically added to help you identify AI-created rules. You can manually edit the rule name if you prefer.

Q: What happens if I run AI rules on the same transactions twice?
A: The AI is smart enough to recognize duplicate rules and won't create redundant entries. It will use the existing rule if one already exists.

Related Articles

• Article 15: Benefits Of The Ledgersync Rules Engine
• Article 17: Working with Global Rules and Global Categories (Video)
• Article 29: Ledgersync Advantages Over QBO
• Article 30: Ledgersync Advantages Over QBO (Alternative version)

Need Help?

If you have questions about using AI to create global rules or need assistance with your Rules Engine setup:

• Email: support@ledgersync.com
• Schedule a workflow consultation: Contact Matthew Fulton for specialized Rules Engine guidance
• Knowledge Base: Visit our help center for more articles

The AI-powered global rules feature is designed to save you time while maintaining the accuracy and consistency you need across all your clients. Give it a try and see how much faster your month-end close becomes!