Connecting your bank and reviewing transactions

Codex is the money side of your portal, at Codex in the admin nav. It answers the question your invoices alone can't: what did the work actually cost? To do that, it reads your real bank activity.

Everything bank-related lives under the Bank section, which opens at /admin/codex/bank. Its sub-tabs are All transactions, To review, Sort everything, Banks connected, Rules, Categories, and Receipts. This page covers connecting banks, the transactions grid, and the review inbox. Rules and categories have their own page.

Connecting a bank

Connect from Banks connected. The current buttons use Plaid or Stripe Financial Connections: pick your bank and authenticate in the provider's hosted flow. Existing history may also include older provider connections; their presence does not mean a new connection button is available for that provider.

• You can connect up to two banks, with as many accounts or cards from each as you want. A checking account and a credit card at the same bank count as one bank.
• Background sync imports the history and new transactions the provider makes available. History length and delivery timing depend on the bank/provider; check each account's last-sync status rather than assuming the feed is complete or real-time.

Managing connected banks

The Banks connected tab at /admin/codex/bank/accounts lists each bank with its accounts underneath, and every account shows when it last synced.

• Plaid connections offer Add or remove cards for the accounts shared by that bank login. Other providers may require a fresh connection flow to share another account.
• Sync errors are flagged on the account. Plaid accounts can show a Reconnect button; follow the available provider-specific controls or contact support if the error persists.
• Disconnect stops syncing that account but keeps imported history. Reconnecting the same provider/account can reactivate it; available backfill depends on the provider, so review for gaps afterward.
• At the two-bank limit you can still add accounts or cards at the banks you have. Disconnect a bank to switch to a different one.

How sorting works

New charges need a classification. Saved vendor rules can sort matches automatically when enabled; other charges remain unreviewed. Unreviewed debits do not become job costs or P&L deductions, but posted debits can already appear in Cash flow. Sort charges into:

• A job: attached to a specific project, so it shows up in that job's profit.
• Business expense: a cost that isn't tied to one job (insurance, software, fuel), with a category.
• Personal: excluded from business deductions and job costs, but posted personal debits still appear in Cash flow's bank outflows.

Deposits can be Income or Transfer. Use Income only for earnings not already recorded as a platform payment. Stripe payouts, transfers between your accounts, and deposits of payments already entered in Record a payment should not be counted as fresh income a second time.

The Transactions grid

All transactions at /admin/codex/bank is your whole feed in one grid, newest first: every charge and deposit, sorted or not.

• Set a category on any row with its dropdown: pick a job, a business expense category, Personal, or send it back to Needs review. The change saves right away and the row stays put.
• Incoming amounts are green and outgoing amounts are red; the sign and amount still identify direction without relying on color. The category control is compact rather than stretching across the row.
• Filter by date range, charges or deposits, and bucket (needs review, on a job, any business category, personal, income, transfer). With two banks connected you can also filter by account, and each row shows which bank it came from. The search box checks your whole history when you press Enter.
• After you sort a charge as a business expense or personal, an Always sort like this button appears under it. One click turns that vendor into a rule for matching charges, subject to your automatic-rule setting (see Auto-sort rules).
• Auto-sort with AI opens the Sort Wizard (the Sort everything sub-tab), which considers up to the newest 1,000 unsorted transactions per run and lets you approve in batches.
• The Auto-file under $ box in the toolbar is your amount gate: charges at or over it are never filed automatically, no matter how confident the AI is.

The grid shows the newest 500 matching rows. Narrow the dates or search to reach older ones.

The To review inbox

To review holds unsorted transactions, charges first, then deposits. When suggestions are available, Codex displays its guess and confidence for your review.

• Confident guesses get a Confirm button, and a Confirm matches button at the top accepts all of them at once. Anything above your amount gate always waits for you.
• When a charge could belong to more than one job, Codex asks Which job? and shows the candidates instead of picking one.
• Change (or no guess at all) drops to manual controls: assign to a job, pick a business expense category, or mark it Personal.
• Deposits show Income and Transfer buttons with the AI's pick highlighted.
• Corrections can inform later suggestions. Use an explicit vendor rule for repeatable sorting; an AI suggestion is not a guarantee that a later charge belongs to the same job.

When more than 25 items pile up, the inbox points you to the Sort Wizard instead, and there's always a link to sort visually on the Board.

Tuning it under Settings, then Codex

The knobs live in one place: the morning briefing on/off, automatic suggestions on/off, the confidence level required before one-click filing, the amount gate, your estimated tax rate, the thin-margin warning line, the double-charge detection window, the default cost category when a charge lands on a job, and whether saved vendor rules apply automatically.

What to check every morning

The Codex Overview shows your money at a glance. Open Brief for the optional AI morning briefing and insight cards. Capture paper costs from Receipts, checking for a matching bank charge before counting the same purchase twice.