Automation workflows in COUNT can save you valuable time by auto-categorizing similar transactions. With automation rules, you can ensure that COUNT handles transactions consistently based on patterns you define. There are two main ways to create these automation rules:

Method 1: Create Rules on the Fly

Every time you categorize or update a transaction, COUNT pops up a message offering the option to create an automation rule based on the transaction description. Here’s how:

1. Categorize or Update a Transaction:

• When you categorize or update a transaction, a pop-up message will appear.

2. Create an Automation Rule:

• The message will prompt you to create an automation rule based on the transaction description.

3. Apply to All Past Transactions:

• To apply this rule to all prior transactions, click on the "Apply to all past transactions" checkbox.

Method 2: Create Rules via the Automation Tab

You can also create and manage rules directly from the automation tab. Follow these steps:

1. Navigate to the Automation Tab:

• On the left-side menu, click Automations.

2. Add a Rule:

• Click on the Templates tab and then Start from Scratch to go to the rule creation screen.

3. Set Triggers, Conditions, and Actions:

• Triggers: Define what will trigger the rule (e.g., a new transaction).
• You can create rules based on Transactions, Projects, Customers, Products & Services, or Invoices & Estimates.
• Conditions: Set conditions based on transaction details such as Description, Vendor, Customer, or Amount.
• Actions: Specify what action COUNT should take when the conditions are met (e.g., categorize the transaction).

Examples:

Rule 1: Add Tag to Manual Transactions

• Name: When Transaction is Added then Add Tag(s) to Transaction: Manual added.
• Condition: When any transaction is added (no extra filters).
• Action: COUNT automatically assigns the tag Manual added.
• Purpose: Helps distinguish manually entered transactions from those imported from banks or integrations, making it easier to search and filter them later.

Rule 2: Mark as Reviewed if Amount Equals 50

• Name: When Transaction is Added then Mark Transaction as Reviewed.
• Condition: When a transaction has an amount exactly equal to 50.
• Action: COUNT automatically marks the transaction as Reviewed.
• Purpose: Speeds up the review process. If you know that every $50 entry is always correct (for example, a fixed monthly fee), you don’t need to review it manually.

Rule 3: Categorize as Rental Income

• Name: When Transaction is Added then Categorize Transaction as Rental Income
• Condition: When a transaction is assigned to customer Client3.
• Action: COUNT assigns the category Rental Income.
• Purpose: Automates categorization of recurring income from a specific client that always corresponds to rental payments, so you don’t need to categorize each transaction manually.

Managing Automation Rules

Once you have created automation rules, you can manage them as follows:

• Mark Active/Inactive:
• Toggle rules between active and inactive to control when they are applied.
• Edit Rules:
• Edit existing rules to update their triggers, conditions, or actions.
• After editing, you can apply the changes to past transactions as well.
• Delete Rules:
• Remove rules that are no longer needed.

Tips for Effective Automation

• Be Specific with Conditions: Use detailed conditions to ensure that only the right transactions are auto-categorized.
• Review Regularly: Periodically review your rules to ensure they are still relevant and accurate.
• Test Rules: Test new rules on a few transactions to verify they work as expected before applying them broadly.

Automation workflows in COUNT are designed to streamline your accounting processes and reduce manual effort. By setting up and managing rules effectively, you can maintain consistent and accurate categorization of your transactions with ease.

Updated on: 23/09/2025