Sort everything with the Sort Wizard

The review queue works well for a handful of new charges. The Sort Wizard, under Bank → Sort everything, reviews a backlog in grouped screens. Each run considers up to the newest 1,000 unreviewed transactions, not unlimited history.

The Actions menu also offers Sort categories, Sort jobs, Sort deposits, and Apply your rules. These run only their named passes; Apply your rules uses saved rules and transfer pairing without an AI call. The steps below describe Sort everything.

Starting a run

Click Analyze my transactions. Three passes happen, in order:

1. Your rules go first. Any charge matching a rule you've set (Bank, then Rules) is pre-filled from the rule and marked with a Rule badge. No AI involved, and it still waits for your approval.
2. Transfers pair up. Likely movements between your connected accounts, such as credit-card payments, are proposed as pairs. Review both sides: detection can miss a transfer when an account or matching transaction is absent.
3. The AI reads the rest. A progress bar counts down while it works through the remaining charges in batches. When many charges come from one vendor and the AI reads them all the same way, the rest of that vendor's charges inherit the call, marked "same vendor", each one still listed with its amount and date.

A run covers up to your newest 1,000 unreviewed transactions. If you have more, finish the run and start another to keep going. If a batch can't be analyzed, those charges just land in "Take a look" for you to sort by hand.

The five steps

The run sorts its proposals into five steps, shown as chips with live counts. You can jump between them in any order.

1. Jobs: charges the AI thinks belong on a job, grouped by project with the row count and dollar total in each header. The approve button spells out exactly what it does: how many charges, how many dollars, to which job.
2. Business: overhead charges, grouped by vendor and ordered by dollar total. Changing one row's category offers to apply the change to the rest of the vendor's checked rows.
3. Personal and transfers: personal charges, plus the detected transfer pairs shown side by side, both legs of each pair. Approving a pair marks both sides together, so money moving between your own accounts never counts as income or expense. A charge that looks like a card payment but has no visible other half (maybe that account isn't connected) is listed here too, with a note.
4. Deposits: money in, with an Income or Transfer toggle. Mark Stripe payouts and deposits of payments already recorded in the portal as Transfer rather than counting the same receipt again as Income.
5. Summary: what the run did. How many sorted, how many left in review, plus links to finish the stragglers on the board at /admin/codex/board or go see the numbers in Reports.

"Looks right" and "Take a look"

Each step splits its proposals into two piles:

• Looks right: confident proposals under your amount gate, pre-checked. Uncheck any exceptions, then approve the whole group in one click, or use Approve all for the entire pile.
• Take a look: everything that needs your eyes. Charges over your amount gate carry a "big amount" flag and always wait for your OK, no matter how confident the AI is. When a charge could belong to two or three jobs, those jobs appear as buttons so you pick. Charges with no good guess get a plain picker.

Every AI proposal shows its one-line reason right under the row, so you can see why the wizard thinks a Home Depot charge belongs to the deck job before you approve it.

Rules, offered at the right moment

After you approve a vendor's charges, the wizard may ask: "Always sort Shell as Fuel?" One click creates the rule, and the rule immediately sorts that vendor's remaining backlog too. The wizard notices and drops those charges from its later screens. You'll never see more than three of these offers per step, and they're easy to dismiss.

Safe by design

• Runs are temporary and memory-only. Refreshing or closing the page discards unapproved proposals and checkboxes; start a fresh run. Runs also expire after one hour. Already approved classifications remain saved.
• Manual choices always win. If you or a teammate sorted a charge somewhere else mid-run (the review queue, the board, another tab), approving it in the wizard skips it rather than overwriting. The confirmation message reports the count.
• Read-only members can look but not approve. Every Approve button is disabled for read-only roles.
• Discard any time. The "Discard this run" button throws away the unapproved proposals. Approved steps are already saved.

Your categories, everywhere

Every category picker in the wizard (and on the Board and the Spending page) includes your own custom categories alongside the built-in ones. Manage them under Bank, then Categories. Built-in categories are fixed because they carry the IRS Schedule C mapping the tax download depends on; custom ones can be added, renamed, or removed, and a rename keeps every already-sorted charge attached.

Sorted charges are what feed the reports: each category, custom ones included, gets its own tab in the tax workbook you download from the P&L at /admin/codex/pnl. See Job profit, P&L, and cash flow for what's inside.

Recurring vendors get rules fast

You don't have to wait for a wizard run to create rules. The Spending page at /admin/codex/spending lists vendors that bill you on a rhythm; pick a category and click Make a rule. Future matches apply automatically only when your saved-rule setting is enabled. Review rules when a vendor's purpose changes.