How do I create advanced tagging rules?

Baselane’s advanced tagging rules automatically assign transactions to a property and category based on the account or card, recipient, description, or amount. Set the rule conditions and choose from your list of categories and properties to auto-tag the transaction. Rules can apply to both past and future transactions.

Advanced tagging rules are available as part of Baselane Smart. To enjoy a 30-day trial of Baselane Smart, log into your Baselane account and click the Smart “Upgrade now” icon in the main navigation bar.

In this article, we’ll cover:

• How to create advanced tagging rules
• How to automate property tagging
• How to manage, edit, or delete rules
• Frequently asked questions

How to create advanced tagging rules

1. Go to the Transactions tab in your Baselane dashboard and select Manage automations.
2. Click + Create rule. You can create as many rules as needed to automate your bookkeeping.
3. Choose the conditions for your rule. You can toggle one or more of the following:
    
   • Description: Select whether the rule should apply when the text in the transaction description (as it appears in your banking activity) contains, starts with, or exactly matches what is posted or pending.
   • Account/Card: Choose the specific account or card (Baselane Banking or a connected external bank account, debit card, or credit card) where the transaction was processed.
   • Amount: Define whether the transaction amount equals, is greater than, is less than, or falls in between set values, then enter the amount. For example, you could set “in between $2,000 and $3,000” to automatically tag Airbnb payouts within that range.
   • Category: Select the real estate income or expense category that best fits the transaction, with the option to select a sub-category if applicable.
   • Property: Select the property the transaction should be assigned to.
      
     • Example: A $120 electricity bill can be categorized under Utilities → Gas & Electric and assigned to Mayfield, Unit 1.
       
       

4. Save the advanced tagging rule:

   • The rule will always apply to future transactions.
   • If you’d like past transactions that meet this rule to be advanced tagged, ensure that you check “Update all existing transactions” before saving.
   • You can select “Preview transactions” to review imported transactions that match your rule criteria before saving.

   

How to automate property tagging

You can set up property tagging rules in Manage automations.

1. Go to the Transactions tab in your Baselane dashboard and select Manage automations.
2. Choose Automate property tagging.
3. Properties not yet linked to bank accounts will appear in the list. Next to each property, use the drop-down to assign bank accounts, either Baselane Banking accounts or external bank accounts. 

4. Save the rule.
5. By default, property tagging applies only to future transactions. If you’d like the rule to update past transactions as well, open the rule and select “Update all existing transactions”.

How to manage, edit, or delete rules

All rules you’ve created, whether for Advanced Tagging or Property Tagging, are listed in Manage automations under Bookkeeping rules. You can also access Manage automations from your Baselane Banking accounts. 

1. Drag the two gray bars to reorder rules and change their priority.
2. Select a rule to edit conditions, categories, or property assignments. You can also check Update all existing transactions if you want it to apply to past transactions.
3. Select a rule to delete it if it’s no longer required.

Frequently asked questions

Who can use advanced tagging rules?
Advanced tagging rules are available as part of Baselane Smart. To enjoy a 30-day trial of Baselane Smart, log into your Baselane account and click the Smart “Upgrade now” icon in the main navigation bar.

How are advanced tagging rules different from basic tagging rules?
Basic tagging rules are based on the account or card used for the transaction. Advanced tagging rules go further by using the transaction description and amount, and they can automatically tag transactions to both a property and a category.

Can advanced tagging rules split transactions into more than one?
Not at this time. We welcome feedback from our community and encourage you to share suggestions or upvote ideas on our feature request board.

Can an advanced tagging rule be assigned to multiple bank accounts or cards?
Currently, each rule can only be assigned to one bank account or card. To apply the same setup across multiple accounts, you’ll need to create a separate rule for each.

Can I duplicate a rule and assign it to a different account?
Duplicating rules is not currently supported. We welcome feedback from our community and encourage you to share suggestions or upvote ideas on our feature request board.