How QuickBooks Bank Feeds Keep Your Data Secure

They appear in the In QuickBooks tab with an Auto-add icon next to “RULE.” Maurie Backman is a personal finance writer covering topics ranging from Social Security to credit cards to mortgages. She also has an editing background and has hosted personal finance podcasts. Tired of worrying about your Self Assessment tax returns? Take the stress away from your tax process with QuickBooks’ trusted software for accountants, business, sole traders, and more.

If you do, go to the Scan Folders tab and select Scan Now to reset the firewall permissions. You can only renew ports for Desktop 2019 and later versions. You can’t renew ports for older versions of QuickBooks. We’ve said this in previous blog posts, training services, webinars, office hours, basically to anyone who will listen… add a vendor or payee to every transaction.

Be sure that you’re looking at transactions that are still For review, as these are the only ones that can be assigned to Rules. Any transaction over that amount will remain in the queue for approval. Hover over Banking in the left vertical pane and select Banking to open your transaction list. Be sure that you’re looking at transactions that are still For review, as these are the only ones that can be assigned to Rules. If you want to apply your rule to transactions you already you’ve categorized, follow the steps in an internet browser.

Set up bank rules to categorize online banking transactions in QuickBooks Online

Our professional staff, alongside automated tools, monitor service performance 24/7. Our proactive security approach ensures immediate identification and prompt resolution of any potential issues. We utilise the same 128-bit SSL (Secure Sockets Layer) encryption technology trusted by the world’s top banks.

  • Our proactive security approach ensures immediate identification and prompt resolution of any potential issues.
  • Open QuickBooks Desktop and switch to multi-user mode.
  • Rules go beyond the automatic processing to give you a finer level of control.
  • If you have multiple transactions with the same criteria, you’ll receive a Rules Creation message.

If you still see issues or error messages, move on to the next section and set your antivirus settings. If QuickBooks File Doctor didn’t fix your firewall issue, you can set things up manually. You’ll need to close QuickBooks to use the tool hub. For the best experience, we recommend you use Tool Hub on Windows 10, 64-bit. Find out how to set your Windows firewall and security settings for QuickBooks Desktop.

Auto Rules

At the start of this post, I mentioned that creating rules will save you time. But the process of creating rules will take you time first. Once the rule is created, however, it’s smooth sailing because you don’t have to think about it. Simply select all of the transactions that have rules applied, quickly review, and accept them all at once. QuickBooks Online has an added feature called Rules (or Bank Rules). It saves you time by setting up automatic categorisation of regular recurring transactions even if they are slightly different each month.

Unique passwords and multiple permission levels add an extra layer of security, ensuring data privacy. If your Windows firewall blocks internet access for specific QuickBooks programs or files, you may see an error message. We’ll show you how to set up your firewall, and if you need to, manually configure your firewall settings. Be sure to rename it versus using the auto-generated (“suggested”) name to avoid cluttering up your rule list when searching later.

We recommend you start by creating easy rules for recurring transactions (think XYPN monthly dues), then increase the difficulty as you become more comfortable understanding the criteria to make a good rule. If your business processes a high volume of banking transactions, you might sources and uses of funds table consider applying Rules to process them quickly. Any transaction for over that amount will remain in the queue for approval. The easiest is to start with an existing transaction. Hover over Banking in the left vertical pane and select Banking to open your transaction list.

Create rules to categorize transactions in QuickBooks Desktop

A series of events eventually brought him to FABC, where he manages a high-performing team of bookkeeping and accounting specialists. Outside of work, Dan dabbles in real estate investment, mountain biking, skiing, hunting, and just about everything Montana has to offer with his partner, Jennie Lynn, and black lab, Winni. If you’re planning to use QuickBooks Online’s Rules, please consult with us first. This feature once implemented can help you save time, but the set-up process can be complicated.

I. Finally, you can review, save the rule, and watch the little green “Rule” icons pop up on your bank feed (it’s oh so satisfying). This step is also very important as it will decide which account on your books the transaction will go to. If you are unsure of which account to use, search for the vendor name and find how the transaction was previously categorized. A. Using method #1 from above, click the “create a rule” button.


Every time a transaction comes in that meets the conditions you defined above, QuickBooks Online will apply these options. Using the drop-down lists of options, you’ll select the Transaction Type, Payee, Category, and Class (if you use them). Let’s say you own a lawn and garden maintenance company. You always order supplies from the same vendor, so there are numerous transactions every month. You want QuickBooks Online to automatically categorize and clear transactions under $250; above that, and you’d want to see them individually. Bank connections via QuickBooks bank feeds are ‘read-only’.

Make sure QuickBooks has general permissions so it’s not blocked. Look up how to set up permissions for your antivirus software, or follow these links if you’re a Norton or McAfee user. Keep in mind, you can change the assigned port number by selecting Renew.

Create a rule in Advanced Mode

It also allows you to customise many variables of the bank feed data to highly automate the bank transactions you accept into QuickBooks Online. Create bank rules so QuickBooks Self-Employed automatically categorizes these types of transactions for you. Let QuickBooks do the heavy lifting so you can focus on your next gig. QuickBooks’ commitment to privacy and data security means that privacy and security measures are integrated into our practices and products. Using the drop-down lists of options, you’ll select the Transaction Type, Payee, Category, and Class (if you use them).

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