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Import Rules

Automate transaction categorization with Import Rules. Save time and ensure consistent categorization across all your imports.

Import Rules

What Are Import Rules?

Import Rules automatically assign categories to transactions based on pattern matching. When you import a CSV file, FRacker applies these rules to categorize transactions without manual intervention.

Benefits: - Time Savings - No manual categorization needed - Consistency - Same merchants always get same category - Accuracy - Reduce human error - Efficiency - Process hundreds of transactions instantly

How Import Rules Work

  1. You import a CSV file
  2. FRacker reads each transaction description
  3. Rules are checked in order (first match wins)
  4. If a pattern matches, the category is automatically assigned
  5. Unmatched transactions get a default category

Rule Matching

  • Case-insensitive - "starbucks" matches "STARBUCKS" and "Starbucks"
  • Partial matches - "star" matches "Starbucks Coffee #1234"
  • First match wins - Once a rule matches, no further rules are checked
  • Order matters - More specific rules should come before general ones

Creating Import Rules

Step 1: Navigate to Import Rules

  1. Go to Settings → Import Rules
  2. Click Add Import Rule

Step 2: Configure the Rule

Field Description Example
Field to Match Which transaction field to check "Description"
Match Pattern Text to search for "starbucks"
Category Category to assign "Dining Out"
Is Transfer Mark as transfer between accounts ☐ or ☑

Step 3: Save and Test

  1. Click Save Rule
  2. Import a test CSV
  3. Verify the rule works as expected
  4. Adjust if needed

Rule Examples

Basic Categorization

Coffee Shops: 

Field to Match: Description
Match Pattern: starbucks
Category: Dining Out
Is Transfer: ☐

Matches: "STARBUCKS #1234", "Starbucks Coffee", "STARBUCKS RESERVE"

Gas Stations: 

Field to Match: Description
Match Pattern: shell
Category: Transportation - Gas
Is Transfer: ☐

Matches: "SHELL GAS STATION", "Shell #12345", "SHELL OIL"

Income Rules

Salary: 

Field to Match: Description
Match Pattern: paycheck
Category: Income - Salary
Is Transfer: ☐

Freelance: 

Field to Match: Description
Match Pattern: upwork
Category: Income - Freelance
Is Transfer: ☐

Transfer Rules

Venmo/PayPal: 

Field to Match: Description
Match Pattern: venmo
Category: (any)
Is Transfer: ☑

Between Accounts: 

Field to Match: Description
Match Pattern: transfer to savings
Category: (any)
Is Transfer: ☑

Advanced Patterns

Multiple Merchants:

For chains with location numbers: 

Pattern: walmart
Matches: WALMART #1234, WALMART SUPERCENTER, WALMART.COM

Utilities: 

Pattern: electric
Category: Utilities - Electric
Matches: CITY ELECTRIC, ELECTRIC COMPANY, ELECTRIC UTILITY

Rule Strategy

Specific Before General

Order rules from most specific to most general:

1. "amazon prime" → Subscriptions
2. "amazon music" → Entertainment
3. "amazon" → Shopping - Online

Without this order, "amazon" would match first and the others would never apply.

Common Patterns First

Put frequently-matching rules near the top for faster processing.

One Merchant, Multiple Categories

If a merchant sells multiple categories of items:

Option 1: Use the most common category 

Pattern: target
Category: Shopping - General

Option 2: Be specific with sub-patterns 

Pattern: target pharmacy → Healthcare
Pattern: target grocery → Groceries
Pattern: target → Shopping - General

Regular Expressions (Advanced)

While FRacker uses simple substring matching, you can still be strategic:

Match Start of String: Use very specific patterns: 

"shell #" matches "SHELL #1234" but not "SEASHELL SHOP"

Avoid False Matches: Be as specific as needed: 

"star" might match "STAR MARKET" and "STARBUCKS"
Better: "starbucks" and "star market" as separate rules

Managing Import Rules

Editing Rules

  1. Find the rule in the list
  2. Click Edit
  3. Modify fields
  4. Click Save

Note

Editing a rule only affects future imports. Past transactions are not automatically updated.

Deleting Rules

  1. Click Delete next to a rule
  2. Confirm deletion

Deleted rules won't be applied to future imports.

Rule Order

Rules are applied in creation order. To change order:

  1. Delete rules
  2. Recreate in desired order

Or:

  1. Note current rules
  2. Delete all
  3. Recreate in optimal order

Testing Import Rules

Test Before Full Import

  1. Export a small CSV (10-20 transactions)
  2. Create your rules
  3. Import the test CSV
  4. Review categorization in preview
  5. Adjust rules as needed
  6. Import full history once satisfied

Review After Import

  1. Navigate to Transactions
  2. Filter by date range of import
  3. Spot-check categories
  4. Note any miscategorizations
  5. Create/adjust rules for next time

Common Scenarios

Recurring Subscriptions

Pattern: netflix → Subscriptions - Streaming
Pattern: spotify → Subscriptions - Music
Pattern: gym membership → Health & Fitness

Groceries

Pattern: kroger → Groceries
Pattern: whole foods → Groceries
Pattern: safeway → Groceries
Pattern: farmers market → Groceries

Restaurants

Pattern: chipotle → Dining Out
Pattern: pizza → Dining Out
Pattern: restaurant → Dining Out

Online Shopping

Pattern: amazon → Shopping - Online
Pattern: ebay → Shopping - Online
Pattern: etsy → Shopping - Online

Troubleshooting

Rule Not Matching

Problem: Expected rule doesn't apply

Solutions: - Check spelling in pattern - Verify field to match is correct - Check rule isn't being overridden by earlier rule - Test with simpler pattern - Check for extra spaces in pattern

Wrong Category Assigned

Problem: Transaction gets unexpected category

Solutions: - Check for conflicting rules - Review rule order (first match wins) - Make patterns more specific - Test with sample data

Transfers Not Detected

Problem: Transfers counted as income/expense

Solutions: - Create rule with "Is Transfer" checked - Match common transfer descriptions - Be specific to avoid false positives

Too Many False Matches

Problem: Rule matches unintended transactions

Solutions: - Make pattern more specific - Add distinguishing characters - Split into multiple specific rules - Use longer match strings

Best Practices

  1. Start Simple - Begin with obvious patterns
  2. Test Incrementally - Add rules one at a time
  3. Review Regularly - Check new merchants monthly
  4. Be Specific - Avoid overly broad patterns
  5. Document Intent - Use clear rule naming
  6. Update As Needed - Adjust when merchants change names
  7. Share With Family - Coordinate rules with family members

Advanced Tips

Handling Name Changes

When merchants rename:

Old: "UBER EATS"
New: "UBER * EATS"

Create rules for both patterns to catch historical and future transactions.

Seasonal Rules

For seasonal merchants:

"holiday market" → Shopping - Gifts (November-December)
"tax preparation" → Professional Services (January-April)

You may need to manually categorize or adjust after season ends.

Multiple Locations

For chains with many locations:

"mcdonald's" matches all locations
No need for separate rules per location number

Next Steps