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The payment rules only apply to payments that are imported to Caflou from connected bank accounts if:

  1. payments are imported as part of the "Pair Cashflow" mode
  2. "Pair Cashflow" is set to "Create and update" pairing mode
  3. the payment was not automatically paired to an existing income or expense

How to connect a bank account for invoice matching and cash flow đź“–

Thus, if you have set up pairing with the bank for the Cashflow module in the "Create and update" mode and the payment has not been paired with income or expense, in this case the system should automatically create income or expense, then payment rules can be applied to such payment.

You can find the Payment rules in the "Automation" section:

Payment rules

The user with the access right to "Account settings" has access to the Automation section.

New rule

You can add a new rule via the "Add rule" button. Each rule has 2 parts:

1) Conditions - section "When this is true"

Here you define how to identify payments, so that the given rule applies to them. Payments can be identified by:

  • Bank account
  • Bank code
  • IBAN
  • Reference number
  • Message
  • According to the match with the text string, which is contained in one of the payment parameters (option "Any text field of the transaction contains")
    • the system searches for the required string in the following payment parameters:
      • Reference number
      • Message
      • Comment
      • User identification (usually the name of the counterparty's company)
      • End-to-end-id (universal identification parameter, can contain values from the above parameters)
  • Type of payment (income / expense)
  • Pairing identification (e.g. if you are pairing multiple accounts)

2) Action - section "Then set"

Here you define what should happen if the payment meets the conditions. What actions can be performed:

  • Ignore payment - the system "skips" the payment and does not generate income or expense
  • Determine what the generated income / expense should be named
    • by default, the name structure is used [counter account number - reference number - pairing identification] (e.g. "107-1087810211/0100 - 2022004 - Petr Macek & Co. s.r.o. (Account #1)")
    • the rule can name income / expense according to your need, either statically (e.g. "Wages") or dynamically using the variables listed below. The payment does not always contain a value for the given variable, then the variable is skipped. Also, each bank can send messages to the recipient or user identification or type of operation in different ways. Here are the variables:
      • {message} - Message to recipient
      • {reference} - Reference number
      • {bankaccount} - Bank account
      • {bankname} - Bank name
      • {operationtype} - Operation type (e.g. "cashless payment", "credit card payment" etc.)
      • {identification} - User information (fulfills the bank, most often the name of the counterparty's company, but sometimes the name of the bank, sometimes a note on the payment etc.)
  • Assign income / expense to the selected Category
    • alternatively, you can assign a category automatically or create a new one depending on which category the system has automatically identified - option "For the income / expense category use the category used for the payment"
  • Assign income / expense to the selected Source
  • Assign income / expense to the selected Company, Project and Task
  • Assign income / expense the company automatically according to the payment parameters
    • when there is a match
      • with account number and bank code (if you register the given account number and bank code with an existing company)
      • with IBAN (if you register the given IBAN with an existing company)
      • with user identification (if the name of the existing company matches the user identification of the payment)
    • if the system does not find the company, you can select the action "Create company if not found" - the company name is taken from the user identification for the payment and also the account number and bank code or IBAN are saved for the given company
  • Assign income / expense parameters to 
    • Paid
    • Invoiced
    • Exclude from cashflow
  • Assign VAT on income / expense 

âť— Only one rule applies to each payment.

If more than one active rule matches a payment, the system will always use only one rule, the one that is higher in the Payment rules overview. 

The order of the rules can always be changed in the overview via "drag and drop". 

đź’ˇ We recommend, the most specific rules be at the top and the more general ones below. Therefore, the system always applies the specific rule first (located above) and only if such a rule does not apply to the payment, then it will apply the general rule.

Payment rules - order of rules