Balance Transactions
What is a Balance Transaction?
Each row represents a financial transaction imported from a connected source app (e.g. PayPal, Square). Two accounting platform accounts must be assigned before the transaction can be posted — one for the source account (e.g. the merchant account) and one for the transaction pattern (e.g. sales, fees).
Transaction States
| State | Description |
|---|---|
| Draft | Imported and awaiting mapping or posting. |
| Posting | Currently being sent to your accounting platform. |
| Posted | Successfully recorded. |
| Post Failed | An error occurred while posting; safe to retry. |
| Update Failed | An error occurred while updating an existing record; safe to retry. |
| Delete Failed | An error occurred while deleting; safe to retry. |
| Posting Notes Failed | Posted successfully but an error occurred attaching notes. |
| Excluded | Will not be posted. |
| Deleted | Removed from the accounting platform. |
Auto Mapping Rules
A table of every unique account and transaction pattern seen across all imported transactions. Assign a target accounting platform account to each row — these rules drive automatic matching and posting for all future imports. Records are added automatically on every import, no manual setup needed.
Map Each Row to an Accounting Platform Account
On the Auto Mapping Rules page, use the Accounting Platform column dropdown to assign a target account for each row. Changes take effect on the next import or when you use the bulk actions on the Balance Transactions page.
Auto-Posting on Import
When a new transaction is imported and both accounts are already mapped via the Auto Mapping Rules table, it is posted to your accounting platform automatically without any manual action.
Auto-Reposting on Data Change
If a transaction's amount, date, description, memo, or currency is updated after it has already been posted, it will be automatically reposted with the latest data. This does not apply to Xero, which does not support updating existing bank transactions.
Mapping a Single Transaction
Click on any row to open the mapping form. Select the target accounting platform account for each of the two required fields, then choose how to post it.
Post Once
Posts the transaction immediately using the accounts chosen on the form. The mapping is not saved — other transactions with the same pattern are not affected.
Post Always
Posts the transaction and saves its account mapping to the Auto Mapping Rules table. Future transactions with the same account or transaction pattern will be mapped and posted automatically on import.
Exclude
Excludes this transaction from posting without affecting other transactions. The transaction moves to Excluded state and will not be auto-posted.
Repost
Available on already-posted transactions. Re-sends the transaction to your accounting platform using the latest mapping — useful if a mapping was corrected after the original post. Not available for Xero, which does not support updating existing bank transactions.
Bulk Actions
Apply Auto Mapping Rules to Unmapped & Post
Fills in only blank account mappings by looking up matching rows in the Auto Mapping Rules table. Does not overwrite existing mappings. Automatically posts any transaction where both accounts are now mapped.
Reapply Auto Mapping Rules & Post
Clears existing mappings on the selected transactions and re-runs the Auto Mapping Rules lookup to get the latest assignments. Use this after updating your Auto Mapping Rules to force selected transactions to pick up the new rules. Posting is triggered automatically when mappings are updated.
Square Balance Transactions
Balance Transactions are also used with Square Checking accounts. If you are using Square as a connected source app, see How Bookkeep Handles Square Checking Account Data for Square-specific setup and configuration details.