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Code transactions to GL accounts
Bring in exported QuickBooks transactions, vendor rules, and your chart of accounts. Code each card and bank transaction to a GL account, then show the rows with no rule or another issue.
Someone typed
“check every bank and card transaction against the vendor rules list and our chart of accounts, and show them all with Status: "Agrees" when it matches cleanly, else no rule, duplicate, or missing account”
The agent read it as
check every Bank and card transactions against Vendor rules list and Chart of accounts, and show them all with Status: "Agrees" when it matches cleanly, else no rule, duplicate, or missing account
What the agent built
6 steps, each one an ordinary Mammoth step you can open and change.
File
Bank and card transactions
CSV export · 25 rows
File
Vendor rules list
CSV export · 12 rows
File
Chart of accounts
CSV export · 12 rows
Step
Prepare rules
Step 1
Step
Prepare accounts
Step 2
Step
Prepare transactions
Step 3
Join
Add rule details
22 of 25 paired
Join
Add account details
22 of 25 paired
Step
Set status
Step 6
Result
Transaction rule status
25 rows · 4 flagged
Schedule
Runs when you say
Proposed
- FileBank and card transactionsCSV export · 25 rows
- FileVendor rules listCSV export · 12 rows
- FileChart of accountsCSV export · 12 rows
- StepPrepare transactionsStep 3
- StepPrepare rulesStep 1
- StepPrepare accountsStep 2
- JoinAdd rule details22 of 25 paired
- JoinAdd account details22 of 25 paired
- StepSet statusStep 6
- ResultTransaction rule status25 rows · 4 flagged
- ScheduleRuns when you sayProposed
Checked on the sample files: every step ran, 25 rows came out, and the join paired 22 of 25 rows; the join paired 22 of 25 rows.
- Download Bank and card transactions sample (25 rows)QuickBooks Online: Banking > For review > Export to CSV
- Download Vendor rules list sample (12 rows)QuickBooks Online: Banking > Rules > Export to CSV
- Download Chart of accounts sample (12 rows)QuickBooks Online: Accounting > Chart of accounts > Export to Excel
What you get back
The result of that run, the rows to look at first.
Transaction rule statusSample data25 rows
21 agrees4 no matching rule
| Date | Description | Account | Amount | Type | Matched Rule | Rule Name | Match Text | Rule Transaction Type | Category | Account Name | Account Type | Detail Type | Account Number | Status |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 2026-10-08 | WESTLAKE PETRO 118 | Visa Business Card | -72.55 | Card | Metro Fuel | Metro Fuel | METRO FUEL | Expense | 6400 Auto Expense | 6400 Auto Expense | Expense | Auto | 6,400 | No matching rule |
| 2026-09-25 | LUNCHBOX CATERING | Visa Business Card | -167.30 | Card | · | · | · | · | · | · | · | · | · | No matching rule |
| 2026-10-01 | BLUE RIDGE OFFICE MART | Operating Checking | -63.91 | Bank | · | · | · | · | · | · | · | · | · | No matching rule |
| 2026-10-22 | LUNCHBOX CATERING | Visa Business Card | -91.50 | Card | · | · | · | · | · | · | · | · | · | No matching rule |
| 2026-09-04 | AMAZON.COM 888-280-4331 | Visa Business Card | -184.27 | Card | Amazon Supplies | Amazon Supplies | AMAZON.COM | Expense | 6100 Office Supplies | 6100 Office Supplies | Expense | Office Supplies | 6,100 | Agrees |
| 2026-09-05 | ADOBE ACROBAT PRO | Visa Business Card | -79.99 | Card | Adobe Subscription | Adobe Subscription | ADOBE | Expense | 6210 Software Subscriptions | 6210 Software Subscriptions | Expense | Subscriptions | 6,210 | Agrees |
| 2026-09-07 | CONFERA CAFE HOUSTON TX | Visa Business Card | -126.44 | Card | Confera Meals | Confera Meals | CONFERA | Expense | 6220 Meals and Entertainment | 6220 Meals and Entertainment | Expense | Meals and Entertainment | 6,220 | Agrees |
| 2026-09-08 | FASTSHIP LOGISTICS INV 4412 | Operating Checking | -218.10 | Bank | FastShip Freight | FastShip Freight | FASTSHIP | Expense | 6330 Freight and Delivery | 6330 Freight and Delivery | Expense | Freight and Delivery | 6,330 | Agrees |
| 2026-09-10 | NORTHWIND CLOUD SERVICES | Visa Business Card | -312 | Card | Northwind Cloud | Northwind Cloud | NORTHWIND | Expense | 6210 Software Subscriptions | 6210 Software Subscriptions | Expense | Subscriptions | 6,210 | Agrees |
| 2026-09-12 | STAPLEMART OFFICE DEPOT | Operating Checking | -94.18 | Bank | StapleMart Office | StapleMart Office | STAPLEMART | Expense | 6100 Office Supplies | 6100 Office Supplies | Expense | Office Supplies | 6,100 | Agrees |
| 2026-09-15 | METRO FUEL STATION 204 | Visa Business Card | -58.62 | Card | Metro Fuel | Metro Fuel | METRO FUEL | Expense | 6400 Auto Expense | 6400 Auto Expense | Expense | Auto | 6,400 | Agrees |
| 2026-09-18 | STRIPE FEE OCT PAYOUT | Operating Checking | -24.66 | Bank | Stripe Fees | Stripe Fees | STRIPE FEE | Expense | 6700 Bank and Merchant Fees | 6700 Bank and Merchant Fees | Expense | Bank Charges | 6,700 | Agrees |
How do you code transactions to GL accounts?
Export your card and bank transactions from QuickBooks, then export your vendor rules list and chart of accounts. Mammoth checks each transaction against the rules and accounts, then sets a status for every row. Clean matches show as Agrees, and rows with no rule, duplicate rules, or a missing account stay flagged.
How it works
How to use the Transaction rule status workflow
- 1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
- 2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
- 3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.
Transaction rule status: questions
Which export should you use from QuickBooks?
Use the exported transaction file for the card and bank transactions, plus exports for your vendor rules list and chart of accounts. The workflow reads those files and compares the rows in them.
What happens to rows that do not match a rule?
Rows that do not match stay flagged instead of being coded. You can see the ones with no rule, as well as duplicates or missing accounts.
How do you change the coding rules?
Edit the words in your vendor rules list or chart of accounts export, then run the workflow again. The status updates based on the new text in those files.
Get early access to this workflow
It will open already built and checked on the sample files. Swap in your own exports and see your result.
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