Rules Engine: AI Rule Generation (Single Transaction and Bulk)

Rules Engine: AI Rule Generation (Single Transaction and Bulk)

LedgerSync can use AI to create Global Rules for you. You can do it for one transaction at a time, or run it in bulk for every transaction in your firm that no rule has picked up yet. Either way, you still review the rules and map their categories to your clients.

Create a rule for a single transaction

Use this when you want to see and edit the AI's suggestion before anything is saved.

  1. In the Rules Engine, open your accounting platform and go to Transactions.
  2. Click the transaction you want a rule for.
  3. Click create global rule and choose Using Ai.
  4. The rule editor opens already filled in by the AI: a rule name that starts with "AI", a condition that looks for the vendor's text in the bank description, the direction (Money in or Money out), and the vendor.
  5. If the AI suggests a vendor or category, a tag starting with AI suggested appears above that field. Click it to search for that name in the list.
  6. Check and edit the rule, then click Save. Nothing is created until you save.

Create rules in bulk

Use this when you have many unmatched transactions, for example after adding a new client.

  1. In the Rules Engine, open your accounting platform and, under Rules, click Global Rules + AI. It is marked beta in the menu.
  2. Click Start and confirm. If the page still shows an earlier run, the button is called Restart.
  3. LedgerSync looks at every unassigned transaction across your firm's clients, groups transactions with the same cleaned up description, and asks the AI for one rule per group.
  4. While it runs, the page shows progress and counts for Transactions, Rules created, Skipped groups and Failed groups. You can click Cancel to stop the run. Rules it already created are kept.
  5. When it finishes, you see Global Rules + AI completed.

If you don't see Global Rules + AI in the menu, your user does not have the permission to run bulk AI rules. Ask your firm's administrator.

What the bulk run creates

  • One Global Rule per group of similar transactions. Its name starts with "AI", it is active, and it starts applying to matching transactions as soon as it is created.
  • A Global Vendor for each rule. If you already have a Global Vendor with that name, the rule uses it. Vendor names do not get an "AI" prefix.
  • A category only when your firm already has a Global Category with the name the AI picked. Otherwise the rule's category is left blank for you to choose.

The run skips a group when you already have a Global Rule for that vendor, and when the AI could not suggest a usable condition.

How the AI builds a rule

The AI reads the transaction's bank description and tries to find the vendor's name, leaving out things like store numbers, dates, locations, reference codes and payment method words. It then builds a condition that looks for that vendor text in the bank description, and chooses Money in for deposits and credits or Money out for payments and fees. You can change any of this after the rule is created.

What to do after the AI creates rules

  1. Review the rules: Go to Rules > Global Rules. AI rules have names that start with "AI".
  2. Check the vendors: Go to Settings > Global Settings > Global Vendors and correct any vendor name that looks wrong.
  3. Fill in missing categories: Open any AI rule with no category and choose the right Global Category.
  4. Map categories to your clients: Go to Settings > Global Settings > Global Categories. The Clients Not Mapped column shows which clients still need that category mapped to one of their accounts. Creating AI rules does not map categories to your clients' accounts.
  5. Remove what you don't need: If the AI created rules you don't want, deactivate or delete them like any other Global Rule.

Frequently asked questions

Will AI rules overwrite rules I already have?

No. The bulk run only looks at unassigned transactions, skips vendors that already have a Global Rule, and does not change existing rules. A single transaction rule is only created when you save it.

Can I edit an AI rule?

Yes. AI rules are regular Global Rules. You can change the name, conditions, vendor, category and direction like any other rule. The "AI" at the start of the name is only part of the name, so you can rename it.

How accurate is the AI?

It works best on clear bank descriptions. For unusual or shortened bank text it can produce a vague or wrong vendor name, so always review AI rules before relying on them.

Can I delete an AI rule if it's wrong?

Yes. Deactivate or delete it the same way you would any Global Rule. Deleting a rule clears its categorization from transactions that are still in For Review. Transactions already in Categorized are not changed.

Need help?

Contact LedgerSync Support at support@ledgersync.com.

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