Use rules and aliases

Rules vs aliases

Rules and aliases solve different problems.

A rule tells LeedBooks what to do when a transaction matches a pattern. An alias tells LeedBooks that different names or descriptions should be treated as the same vendor, payee, or source.

When to use a rule

Use a rule when the same pattern should produce the same result.

Good rule candidates:

• A recurring software subscription.
• A phone bill.
• A known ad platform.
• A merchant that always maps to one category.
• A transfer pattern between two business accounts.

Avoid creating a rule when the vendor is used for different things. For example, a marketplace or payment platform might hide the real purpose of a payment.

When to use an alias

Use an alias when descriptions vary but point to the same thing.

Aliases are useful for:

• Bank descriptions with changing numbers.
• Payment processors with inconsistent names.
• Vendors that appear with location codes.
• Similar descriptions that should be bundled together.

Aliases keep the vendor list clean. They also make future AI review smarter because the system can see the real pattern instead of treating every description as brand new.

Payment platforms

Payment platforms need careful handling.

Services like Zelle, Venmo, Cash App, PayPal, Remitly, and similar tools are not always the final vendor or contractor. They are often the rail used to send money.

That means LeedBooks should not blindly exclude them from review or assume they are never tax-relevant. The important question is who was paid and why.

If the platform hides the real recipient, use extra care before creating broad automation.

Review before automating

Automation should follow understanding.

Before approving a broad rule or alias, ask:

• Do these transactions really belong together?
• Is this the real vendor or only the payment method?
• Does the category stay the same every time?
• Could this pattern include transfers, owner draws, or contractor payments?

If the answer is unclear, let the AI prepare a recommendation and approve it only after review.

Keep rules clean

A clean rules list is easier to trust.

Good cleanup habits:

• Prefer one broad safe rule over many exact one-off rules.
• Use aliases to group messy descriptions.
• Remove rules that only matched one old transaction.
• Review vendors with multiple categories.
• Be careful with payment platforms and bank transfers.