Set QuickBooks categorization rules
Never paste: Bank or card numbers, account logins, employee pay rates and SSNs, customer addresses or phone numbers, tax IDs, or financing applications.
When to use it
To standardize how transactions get coded.
The prompt
Copy this, then replace everything in [brackets].
Help me write categorization rules for QuickBooks.
Common transactions: [supply houses, fuel, vehicle repair, tools, permits, marketing platforms, merchant fees, financing fees, uniforms, software subscriptions]
Our chart of accounts: [paste account names]
Job costing needs: [COGS vs overhead]
Table: vendor/transaction type, account, COGS or overhead, notes. Flag anything I should confirm with our CPA.Before / after
Before: Fuel coded to five different accounts.
After (example output):
| Vendor | Account | Type |
| [Supply house] | Materials - Job | COGS |
| Fuel cards | Vehicle - Fuel | Overhead (or COGS if job-costed; confirm with CPA) |
| Permit fees | Permits - Job | COGS |
Tips
- Get your CPA to approve the rules once, then follow them.
- Paste totals and categories, not raw bank exports with account numbers.
- The AI drafts and organizes. Your accountant or CPA signs off on anything tax-related.
- Review every draft before you send it. You’re accountable for what goes out.