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What are Matching Rules and How to Use Them

Noga Tubi
Noga Tubi
  • Updated

This article describes Expense matching rules and how to create them.

Overview

Torii provides you with an advanced view to follow up on your company's SaaS expenses, track how much you're actually paying for each app, and even discover new apps you were not aware of.

🎥 You can also watch "How to Use Matching Rules" to get a short review of this powerful feature

There are three ways to get expenses into Torii:

  • Automatically import SaaS expenses into Torii by connecting your ERP/Expense system like Netsuite or Expensify into Torii (search for the desired app in our help center and follow the integration instructions)
  • Manually import the expenses by uploading the expense report
  • Via API

Torii has a sophisticated matching algorithm that automatically matches transactions to apps. As with any algorithm, you might want to tweak the matching to better suit your needs; this is where matching rules come into play.

  • Match rule - To make sure no expense is missed.
  • Ignore rule - Ensure no unnecessary expense appears in your expense report.

So, how does it work?

  • Match rule - Use this rule when an App's name contains a very general word like Box that can appear in a few apps like Dropbox, Box, AOBox, and more. In this case, you want to ensure Torii identifies and shows you only Box expanses.
  • Ignore rule - You might find expenses that should not be parts of the report, such as a vendor (for example, Microsoft) from which you see expenses for software but also books and courses.
    In this case, you want to exclude the books and course expenses from Torii.

Add a "Match to" custom rule

  1. Go to Expenses
  2. Select the Matching rules tab
  3. Click on Add rule
  4. Select the first parameter
  5. Select the app you want to match:
    Once you enter the search parameter, you will get a preview if it was already matched; in case it was not matched, it will display as Unmatched
  6. If a previous match were made, you would see the "Matched to" indication and to which app it was matched
  7. Once selecting the app to which you want to match, you will get a preview of all transactions relevant to this match (click here to see some "Preview" exceptions)
  8. Click on Apply Rule
    Note, In case the rule might affect/change a previously matched expense; a warning message will prompt.
  9. The match to rule is added

Add an "Ignore transaction" custom rule

  1. Go to Expenses >> select the Matching rules tab and click Add rule

  2. Enter the rule parameters and select Ignore transaction

  3. Click Apply Rule

  4. The Ignore transaction rule is added

Custom matching - logic & order

The order in which you organize the rules is essential.

Torii follows the order of the rules from first to last.

Any new Ignore rule will be placed first, and the Match rule last by default.

When you have two rules containing the same word, arrange them thoughtfully.
For instance, here are 2 rules for Linkedin:
1. When transaction contains >> Linkedin Sales >> match to >> Linkedin Sales Navigator
2. When transaction contains >> Linkedin >> match to >> Linkedin Ads.
Place the "LinkedIn ads" rule after the "Sales Navigator" rule, otherwise, it will override the Sales navigator matching

  1. Drag and drop the rule and change the order of the rules
  2. Make sure to Apply changesmceclip0.png

Preview Exceptions

In the preview, Torii filters out transactions that were already matched or ignored by a matching rule.
Reason: Transactions already matched by a matching rule will not be overridden if the new rule is added as last- which is the default placement of any new rule.
Solution: Create the matching rule without previewing the results and then reorder the rules, so the new rule will be placed before the rule it is supposed to override.

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