Transaction Types & No Invoice Needed
Some bank transactions will never have a matching invoice — bank fees, interest charges, payroll runs, VAT payments, and similar recurring items. Transaction types let you define rules for these transactions so they are automatically recognised and excluded from the Missing Documents list, keeping your inbox focused on genuinely unmatched items.
How it works
When new transactions arrive (via bank statement upload or bank feed), AI Finance Team runs your transaction type rules against every unmatched transaction. Any transaction whose description, partner name, or reference matches a rule is immediately marked No invoice needed with that transaction type attached. No manual review required.
For transactions that don't match a rule exactly, the AI can also suggest a type based on the content of the transaction — you will see the confidence level in the transaction detail.
Setting up transaction types
Transaction types are managed under Master data → Transaction Types. This page is only visible to users with the Accountant or Accountant admin role.
Default types
Every new workspace comes with six pre-seeded transaction types to get you started:
| Type | Purpose |
|---|---|
| Bank Fee | Monthly account maintenance charges, transfer fees |
| Interest | Interest credited or debited by the bank |
| Internal Bank Adjustment | Bank-initiated corrections and adjustments |
| Card Reserve / Authorization | Pre-authorisation holds on cards |
| VAT / Tax Payment | Direct tax authority payments |
| Payroll | Salary and payroll runs |
These types already include common patterns based on typical bank descriptions (such as BANK FEE and COMMISSION for bank fees). You can edit, extend, or deactivate any of them.
Creating a new type
- Click + New Type in the top-right corner.
- Enter a Name — this is what accountants and the AI will see.
- Optionally add a Description for internal reference.
- Add one or more patterns (see below).
- Click Save.
Editing a type
Click the Edit button on any row in the table. The same form opens with the current settings pre-filled. Saving replaces all patterns for that type.
Activating and deactivating types
Click Deactivate (or Activate) on any row. Inactive types are greyed out and their patterns are not applied during matching. Use this to temporarily disable a type without losing its configuration.
Patterns
Each transaction type can have one or more patterns. A transaction matches the type if any of its patterns match (case-insensitive OR logic).
Pattern structure
Every pattern is a combination of three fields:
| Field | What it checks |
|---|---|
| Description | The transaction's free-text description from the bank |
| Partner name | The name of the other party on the transaction |
| Reference | The payment reference / communication field |
Combined with a match mode:
| Mode | Behaviour |
|---|---|
| Contains | The field contains the value anywhere (most flexible) |
| Starts with | The field begins with the value |
| Exact | The field matches the value exactly |
Example: A pattern with Field = Description, Mode = Contains, Value = BANK FEE will match any transaction whose description contains the words "BANK FEE", regardless of what comes before or after it.
Live match preview
As you type a pattern value, AI Finance Team shows you a count of how many existing transactions in the workspace would match that pattern. Use this to check whether a pattern is too broad or too narrow before saving.
Labels on the transaction list
Each transaction row in the Transactions page can show one or more labels:
| Label | Meaning |
|---|---|
| No invoice | Matched by a transaction type rule or manually marked by an accountant |
| Duplicate | This transaction was detected as a duplicate of another |
| Bank feed | Imported via a live GoCardless bank feed connection |
| Statement | Imported from an uploaded PDF bank statement |
A transaction can carry multiple labels at once — for example, a statement import that is also a duplicate will show both Statement and Duplicate.
Filtering by label
Below the main filter bar on the Transactions page, there is a row of toggleable pill filters. Click any pill to activate it; click again to deactivate. Multiple pills can be active at the same time — the results show transactions matching any of the active pills in each group.
Available filter pills: Bank feed, Statement, Duplicate, Unmatched, Matched, No invoice needed.
Manually marking a transaction
Even without a matching pattern, an accountant can mark any unmatched transaction as no invoice needed directly from the transaction detail panel:
- Click on the transaction row to open the detail panel.
- In the Match section, choose a transaction type from the dropdown — or select No specific type if none applies.
- The transaction is immediately marked as No invoice needed.
To undo this, click Undo — mark as unmatched in the No invoice needed section. The transaction returns to unmatched and will reappear in the Missing Documents list.
Only Accountant and Accountant admin users can mark or unmark transactions. Clients can see the label but cannot change it.