{"id":15825,"date":"2021-03-11T21:55:29","date_gmt":"2021-03-11T21:55:29","guid":{"rendered":"https:\/\/synder.com\/help\/?p=15825"},"modified":"2026-08-13T15:37:31","modified_gmt":"2026-08-13T15:37:31","slug":"apply-classes-to-expenses-automatically","status":"publish","type":"post","link":"https:\/\/synder.com\/help\/apply-classes-to-expenses-automatically\/","title":{"rendered":"How to Apply Classes to Expenses Automatically"},"content":{"rendered":"\n

Expenses \u2014 no one likes them, but everyone needs to categorize them. Now Synder can apply classes to your expenses automatically, so you don\u2019t have to do it by hand. This guide shows you how to apply classes to expenses with Synder\u2019s Smart Rules feature<\/a>.<\/p>\n\n\n\n

\nUsing Xero?<\/strong> Xero doesn\u2019t have Classes \u2014 the Xero equivalent is a Tracking Category<\/strong> (Xero allows up to two). Smart Rules apply them on the matching Xero entity \u2014 a Bill<\/strong> instead of an Expense. The steps below are the same in principle. See How to Automatically Assign Xero Tracking Categories Using Smart Rules<\/a> for the Xero-specific setup.\n<\/div>\n\n\n\n

Deciding which condition to use<\/h2>\n\n\n\n

First, you need a way to tell your expenses apart. Say you sell two products: one costs $20, and the other costs $400. You want to apply the Minor fees<\/em> class to the fees on the first product, and the Major fees<\/em> class to the fees on the second one.<\/p>\n\n\n\n

In this example, the fee on the first product will rarely go above $10. The fee on the second product, on the other hand, will rarely fall below $10. So we\u2019ll use the fee amount<\/strong> as the rule\u2019s condition. Of course, you can pick any condition that fits your own business flow.<\/p>\n\n\n\n

Creating your Smart Rule<\/h2>\n\n\n\n
  1. Go to Smart Rules \u2192 Rules \u2192 Create Rule<\/strong>.<\/li>
  2. Choose the trigger that starts your rule: Expense \u2192 Created<\/strong>. Now, each time Synder creates an expense in your QuickBooks, this rule fires.<\/li>
  3. Choose the condition that tells your expenses apart: Total amount \u2192 Less or equals \u2192 10<\/strong>. This way, Synder checks the condition and applies the rule when it matches.
    Note<\/strong>: for your case, feel free to use any other condition that suits your business flow.<\/li>
  4. Finally, choose the action: QuickBooks action \u2192 Expense \u2192 Update current<\/strong>. This tells Synder to update the exact expense that triggered the rule.<\/li>
  5. Synder then shows you an expense template, where you select the class.
    Note<\/strong>: set your classes up in QuickBooks first. If QuickBooks has no classes, this field won\u2019t appear in Synder either.<\/li>
  6. Finally, repeat the action for the opposite case \u2014 when the condition isn\u2019t met \u2014 if you also want Synder to update those expenses.<\/li><\/ol>\n\n\n\n
    \"Applying
    <\/div><\/div>
    \"Applying
    <\/div><\/div>
    \"Applying
    <\/div><\/div><\/div><\/div>\n\n\n\n

    Check the results<\/h2>\n\n\n\n

    That\u2019s it! Now sync a few transactions in the Platform transactions<\/em> tab, and Synder applies the right class to each expense for you.<\/p>\n\n\n\n

    \"Applying
    <\/div><\/div>
    \"Applying
    <\/div><\/div><\/div><\/div>\n\n\n\n

    Reach out to the Synder team<\/em><\/a> via online support chat, phone, or email with any questions you have \u2013 we\u2019re always happy to help you!<\/p>\n\n\n\n