Transactions
Where to find it: Financial Dashboard → Transactions
The Transactions page is your central history for every line that moves money in or out of your community's bank accounts. Use it to review activity. For workflows however, you should use the Financial Inbox. This includes categorization, deposit matching etc.
What shows up on this page
Transactions can come from several sources. Each type appears in the list with a small label so you can tell them apart at a glance.
Bank feed (Plaid)
Lines synced automatically from a connected bank account. These are the most common rows you will categorize day to day.
WAB
Lines synced from a Western Alliance Bank account connected to your organization.
Imported
Lines brought in through a CSV bank import. If a category was assigned during import, the row links to its journal entry. If not, it shows as Pending until you complete the import with a category. Deposits however are not "categorized" like other transactions as Deposits just represent the movement of money and change of state from undeposited to deposited. Deposits match to charges which carry the categorization.
Manual Entry
A transaction you recorded by hand before it appeared in a bank sync. These rows have a violet "Manual Entry" badge. If the system finds a likely match when the bank feed updates, you will see a "Match Found" badge and can confirm or dismiss the link.
Manual (disbursement)
Checks, ACH payments, wires, and other disbursements recorded through the Disbursements workflow. These are managed on the Disbursements page, not from the categorize flow on Transactions. Use the Manage button on those rows to open them.
Reading the transaction list
Each row shows:
Date - when the transaction occurred
Description - payee or bank description
Account - which bank account the line belongs to
Category - the GL account assigned after categorization, or "Uncategorized" if not yet posted
Amount - money out appears in red with a minus sign; money in appears in green with a plus sign
Actions - buttons to categorize, accept a suggestion, pair a deposit, or manage the row
A paperclip icon next to the category means one or more receipts are attached to that transaction's journal entry.
Searching and filtering
Use the filter bar to narrow the list.
Search
Type any part of a description, payee name, or reference to find specific transactions.
Date range
Set a start and end date to focus on a billing period, month, or reconciliation window.
Accounts
Open the account dropdown to show or hide specific bank accounts. Accounts are grouped by source (bank feed, WAB, or manual). Use All or None to reset quickly.
Uncategorized only
Check this box to show only transactions that still need a category. This is the fastest way to work through your inbox.
Manual entries only
Check this box to show only manually entered transactions (the violet "Manual Entry" rows). Use this when you are waiting for bank matches or reviewing entries you added by hand.
Filters combine. For example, you can search within uncategorized transactions for a specific vendor, or filter to manual entries in a date range.
Actions menu
Click Actions in the top right for shortcuts:
Sync All Accounts - pull the latest transactions from connected bank feeds
Add Transaction - record a transaction by hand (see below)
Add Journal Entry - create a standalone accounting entry not tied to a bank line
Add Bank Account - connect or configure a bank account
Export CSV - download the current filtered list for your records
Adding a transaction manually
Choose Actions → Add Transaction when you need to record something before it shows up in a sync, or when you are tracking activity on a manual (non-synced) bank account.
Add Transaction tab
Choose Money Out or Money In
Enter the date, amount, and description
Select the bank account
Optionally pick a category now, or leave it uncategorized and categorize later from the list
Add notes if helpful for your board or auditor
Click Add Transaction
If you select a synced account (bank feed or WAB), a note will remind you that when this transaction appears in a future sync, you will be prompted to confirm the match rather than creating a duplicate.
Record Transfer tab
Use this for moving money between accounts, such as from checking to savings.
Enter the transfer date and amount
Select the from bank account
Select the to GL account (often another bank or cash account)
Enter a description
Click Record Transfer
The from bank account must have a GL mapping configured under Banking settings. Without that mapping, the transfer cannot post correctly.
How categorization works
Categorizing a transaction creates a journal entry that links the bank line to your chart of accounts. The entry is posted automatically. You do not need a separate posting step.
When you can categorize
You can categorize or recategorize:
Bank feed (Plaid) transactions that are no longer pending at the bank
WAB transactions that have been final-posted by the bank (not same-day memo rows)
You cannot categorize from this page:
Manual disbursements - use Disbursements → Manage
Imported rows without a category - re-run or update the import to assign a category
Manual Entry rows - these wait for bank match confirmation; archive them if entered in error
Rows linked to a deposit - unpair the deposit first if you need to change the category
WAB same-day rows - wait until the bank final-posts the transaction overnight
Opening the categorize dialog
For an uncategorized row, click the blue tag button in the Actions column.
For an already categorized row, click the gray tag button to recategorize.
If a smart suggestion is available, you may also see a green check button to accept it in one click without opening the full dialog.
Inside the categorize dialog
Smart Suggestion
The system may suggest an account based on your past categorizations, saved rules, bank-provided categories, or patterns used by similar organizations. Suggestions show a confidence level. Click a suggestion to apply it.
Vendor bill warning
If an outgoing payment looks like it matches an approved bill in Pay Bills, a warning appears. Do not categorize it here. Open the bill from Pay Bills and match the bank line there instead. Categorizing here would double-count the expense.
Money-in transactions
For deposits and credits, choose the type first:
Income or deposit — credit a revenue account or a prepaid/deferred assessment liability account
Expense refund — reverse part of an expense account (common for credit card refunds)
Account
Search and select the expense, income, or asset account. This field is required.
Vendor
Optional. Link the transaction to a vendor for reporting. You can search existing vendors or type a new name and click Create to add one on the spot.
Description
Defaults to the bank description. Edit it if you want a clearer label on the journal entry.
Notes
Optional memo stored on the journal entry. Good for board approval references, event names, or audit context.
Receipts
Optional. Click Add file to attach a PDF or image (JPEG, PNG, GIF, WebP, HEIC) up to 10 MB each. You can attach multiple files. Receipts are saved on the journal entry and available for audit and review. When recategorizing an existing entry, you can add or remove receipts from this section.
Remember this
Leave this checked to save a categorization rule. Future transactions with the same merchant or description can be suggested or auto-accepted automatically.
Click Save & Post when you are done.
Prerequisites
Each bank account must be mapped to a GL account under Banking settings. If mapping is missing, categorization is blocked until you set it. This prevents postings from landing on the wrong account.
For transfers between two bank accounts, categorize to the other bank's asset account, not to an expense or revenue account.
Pairing resident payments with bank deposits
When residents pay by check, cash, or other offline methods, those payments may sit in Pending Bank Deposits until the deposit clears your bank.
When you see the deposit as a money-in line on Transactions:
Look for the wallet icon in the Actions column on the matching bank transaction
Click it to pair the bank deposit with the pending resident payment(s)
After pairing, the row shows Linked to deposit. To recategorize, you must unpair the deposit first.
Confirming manual entry matches
When you add a transaction on a synced account and a matching line later appears in the bank feed, the manual row shows Match Found.
Click Confirm to link the manual entry to the bank transaction
Click X (dismiss) if it is not the right match
Click the archive icon to remove a manual entry entered in error
Editing and updating transactions
What you want to do | Where to do it |
Change the category on a bank feed or WAB line | Transactions → tag button → Save & Post |
Add or remove receipts | Open categorize dialog, or open the linked journal entry |
Edit description or notes on a categorized line | Recategorize and update the fields, or edit the journal entry directly |
Record a check or ACH before it clears | Disbursements (not Transactions categorize) |
Fix an imported row's category | Re-run the import or edit the linked journal entry |
Record a transfer between accounts | Actions → Add Transaction → Record Transfer |
Remove a bad manual entry | Archive from the Actions column |
Export for your accountant | Actions → Export CSV |
Recategorizing updates the underlying journal entry. It does not leave the old category in place.
Status labels in the Actions column
Label or button | Meaning |
Pending | The bank has not finalized this line yet (common with Plaid). Check back after the next sync. |
Same-day | WAB has memo-posted this today. Categorization unlocks after the overnight final post. |
Linked to deposit | Paired with a resident payment. Unpair before recategorizing. |
Manage | Manual disbursement. Opens Disbursements. |
View | Imported row with a journal entry. Opens the entry for review. |
Green check | Accept the suggested category in one click |
Blue tag | Open the full categorize dialog |
Gray tag | Recategorize an already posted transaction |
Wallet | Pair with a pending bank deposit |
Tips for a clean workflow
Start with Uncategorized only each time you sit down to work the list.
Sync first if you expect new activity. Use Actions → Sync All Accounts.
Handle vendor bills in Pay Bills, not on Transactions. The warning exists because double-posting is easy to miss.
Attach receipts when you categorize, while the context is fresh. Auditors and future board members will thank you.
Leave "Remember this" checked for recurring vendors like landscaping, utilities, and management fees. The system gets faster over time.
Review banners before diving into the table. Pending deposits and suggested matches are often quicker to resolve than scrolling the full list.
Confirm GL mappings under Banking settings whenever you add a new account. Categorization depends on them.
Common questions
Why can't I categorize a transaction?
Common reasons: the bank line is still pending, it is a manual disbursement or manual entry row, it is linked to a deposit, the bank account has no GL mapping, or (for WAB) the transaction is still same-day memo-posted.
What's the difference between Add Transaction and Add Journal Entry?
Add Transaction records an expected bank line (especially useful before a sync catches up). Add Journal Entry creates a general accounting entry with no bank line attached, such as an accrual or adjustment.
Do I need to post journal entries separately?
No. Categorizing a transaction creates and posts the journal entry in one step
Can I categorize inter-account transfers as expenses?
No. Transfers should credit or debit another bank or asset account. Use Actions → Add Transaction → Record Transfer, or categorize the bank line to the destination cash account.
Where did my receipt go?
Receipts live on the journal entry. You will see a paperclip count in the Category column. Open the categorize dialog or the journal entry to view, add, or delete files.
Do Transactions Disappear?
When a transaction seems to "disappear"
Usually it is still there. Something is filtering it out of view.
1. Filters and pagination (most common)
The Transactions page shows 50 rows per page and defaults to newest first. Older transactions are on later pages.
These filters also hide rows without deleting them:
Uncategorized only hides everything already categorized
Manual entries only hides bank feed and imported rows
Date range hides anything outside the dates you set
Account filter hides accounts you unchecked
Search hides rows that do not match your text
Fix: Clear filters, widen or remove the date range, and use Previous / page numbers to go back. For a big pull, use Actions → Export CSV (up to 5,000 rows).
2. Pending bank lines (temporary)
Bank feed transactions that are still pending at the bank (not yet final-posted) are hidden from the main list by default. They show as Pending in Actions once they post.
WAB same-day rows work similarly: they appear in the list but categorization stays locked until the bank final-posts them overnight.
3. Manual entries that were matched or archived
Manual Entry rows (added by hand) behave differently:
Matched: When you confirm a match to a real bank line, the manual entry row disappears from the list. The bank feed row takes its place. Nothing was lost; it was linked.
Archived: If you archive a manual entry (the archive button), it is hidden from the default list but preserved for audit. It is not permanently deleted.
4. Duplicate rows hidden on purpose
If your organization uses modified accrual (checks recorded before they clear), a Plaid bank line that matches a manual disbursement may be hidden so you do not see the same payment twice. The Manual disbursement row is the one that stays visible.
Voided disbursements are also excluded from the Transactions list. Manage those on the Disbursements page.
5. Bank feed retractions (actual removal)
When your bank or Plaid retracts a transaction (common with pending charges that never post, or bank corrections), the next sync can remove that bank line from Transactions.
Important: If you already categorized it, the journal entry usually still exists in Journal Entries. The bank line may be gone, but the accounting record is not automatically deleted. You can review it under Financial Dashboard → Journal Entries.
Related pages
Financial Dashboard - overview and shortcuts
Banking / Banks - connect accounts and set GL mappings
Disbursements - record and clear checks and outbound payments
Pay Bills - match bank lines to approved vendor bills
Journal Entries - review or edit posted entries in detail
If you run into a transaction that will not categorize and none of the statuses above explain it, note the description, date, amount, and account, then contact support. Screenshots of the row and any banner messages help us resolve it quickly.