Automatic Expense Mapping

Audience: Admin
Type: Reference

Reference

For system behavior and rules, see
SmartBooks Documentation – Section 3: SmartBooks Settings

Purpose

Automatic Expense Mapping allows SmartBooks to automatically assign accounts to expenses based on predefined rules.

This reduces manual account selection during expense entry and improves consistency.

How to Access

1. Go to SmartBooks

2. Click Settings

3. Open Mapping Setup

4. Select Automatic Expense Mapping

URL format:
https://app.thulo.com/{tenantname}/ps/admin/accounting/setting/mapping-setup

What Automatic Expense Mapping Does

Automatic Expense Mapping uses rules to:

• Detect expense categories or conditions

• Assign the correct accounting account automatically

When an expense matches a rule, SmartBooks applies the mapped account without manual selection.

Creating an Automatic Expense Mapping Rule

To create a mapping rule:

1. Open Automatic Expense Mapping

2. Click Add Rule

3. Select the Expense Category or condition

4. Select the Account to be used

5. Save the rule

The rule is applied to future expense records.

Managing Mapping Rules

You can:

• Edit existing rules

• Disable rules temporarily

• Remove rules that are no longer needed

Rule changes affect future expenses only.

Important Notes

• Automatic mapping applies only when rules match

• Manual account selection overrides automatic mapping

• Incorrect rules can misclassify expenses

• Existing expense records are not updated automatically

When to Use Automatic Expense Mapping

• When expense categories are frequently reused

• To reduce manual data entry

• To maintain consistent expense accounting

Related Articles

• Create Expense Category Mapping

• Tax of Expense Mapping

• Chart of Accounts

• Mapping Setup

End of Article