Categories & AI rules
Customize expense categories and create AI rules to automate invoice classification.
Organize invoices your way with custom categories and plain-English AI rules.
Default Categories
Every workspace starts with 10 categories:
| Category | Use Case |
|---|---|
| Software & SaaS | Subscriptions, licenses, APIs |
| Cloud Infrastructure | AWS, GCP, Azure, hosting |
| Utilities | Internet, phone, electricity |
| Travel | Flights, hotels, transportation |
| Food & Dining | Team meals, client dinners |
| Hardware | Laptops, monitors, equipment |
| Professional Services | Legal, accounting, consulting |
| Marketing | Ads, tools, agencies |
| Office Supplies | Furniture, stationery, misc |
| Other | Uncategorized expenses |
Custom Categories
Create unlimited categories to match your accounting structure. Each category has:
- Label — The display name shown on invoices and in filters
- Color — A color indicator for quick visual identification
- Icon — An icon displayed alongside the label
- Sort order — Controls the position in lists and dropdowns. Use drag-and-drop to reorder categories
Go to Settings > Categories > Add Category to create one. Drag and drop categories to change their display order. Default categories can't be deleted. Deleting a custom category reassigns its invoices to "Other."
AI Rules
Write plain-English rules to automate classification — no code required.
Examples
- "Categorize AWS invoices as Cloud Infrastructure"
- "Mark any invoice over $10,000 as needing manual review"
- "Classify anything with 'hosting' as Cloud Infrastructure"
- "Google Workspace invoices go to Software & SaaS"
Managing Rules
Go to Settings > AI Rules to add, edit, or remove rules. Each rule has an active/inactive toggle so you can disable a rule without deleting it. Drag and drop rules to reorder them — rules are processed top to bottom and apply to all future scans.
Tips: Start with specific vendor rules. Add one at a time to verify results. Toggle rules inactive instead of deleting to test their impact.