In any accounting system, you want to be up to date with accurate records. Here's where the Smart Inbox comes in. It uses artificial intelligence (AI) to categorize imported transactions as either income (deposits) or expenses (withdrawals). It also attempts to identify transfers (e.g., withdrawals to Cash) and automatically match payments to reconcile your accounts.

Transactions that have not yet been categorized and need human intervention will appear on the Inbox page. At a glance, you will know which transactions in your business have not yet been addressed. The yellow badge tells you how many new transactions need attention; if there are more than 99, the number will change to an asterisk.​

We recommend checking your Inbox at least once per week, reviewing your transactions for completeness. With each successive login, you will see that TrulySmall Accounting has been trained from your previous session, and will apply categories and contacts to newly received transactions. This, in turn, lessens your work load each time you use TrulySmall Accounting.

When your Inbox is empty, you can move onto other business functions knowing that you are up to date, and the financial status you see in your reports and accounts is truly accurate and current.
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At the top of the screen, you will see your connected bank accounts, current bank balance, and connection status.

Note: To see the date your account was last updated, navigate to the Accounts page from the left menu and open the connected account.

A green check box means you are connected and up-to-date.

A yellow warning indicator means there is a delay in service. This could stem from your banking institution, or the service used to connect the accounts. These warnings will usually disappear and go back to green during the course of the day (within 24 hours).

A red error symbol lets you know there is a problem to be addressed, such as outdated banking credentials. This should be addressed immediately to keep the stream of transactions flowing into your TrulySmall Account.

Related Article: Connecting Bank Accounts
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In addition to your connected Bank Accounts, transactions can also be imported from bank transaction files via the Accounts screen. These transactions will also be displayed in the Inbox for your review.

Related Article: Importing Transaction Data
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The Inbox table displays all transactions from your bank accounts that need to be reviewed. Once categorized and posted, transactions are moved to the Transactionspage and will be included on your Dashboard and Reports. Unreviewed and unposted transactions will not be reflected on the Dashboard or Reports.
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TrulySmall Accounting makes the review process easy, by providing tools that make it quick and painless to clear transactions from your Inbox. Read more about editing, sorting, searching, bulk editing and more capabilities below.

Auto Posting uses artificial intelligence (AI) to categorize bank transactions and post them instantly on the Transactions page. When your bank transactions are imported, the automated tool will automatically assign a category (account) and post them for you.

If the tool categorizes a transaction incorrectly, you have the option to create a custom rule. This ensures that all future transactions of that type are correctly assigned to the appropriate expense or income account.

When you replace the default category with another category, you will be presented with a Category Rule Modal on the screen.

There are three options available:

Apply Once - This rule will only apply to the selected transaction

Leave in Inbox - All future transactions with the same merchant and transaction type will remain in the Inbox.

Change Rule - This rule will apply to all future imported transactions with the same merchant and transaction type.

You can view all your saved rules by going to Settings > Category Rules Editor. You can make changes to rules or delete them at any time. In addition, any unknown/unrecognizable transactions can be left in the Inbox, or you can allow TrulySmall to categorize them as “Other Expense” or “Other Income”.

You can sort the table by clicking the ↓ or ↑ arrows on a column header. Sorting options include Date, Description, and Category.

There is no need to open a separate box to make a quick edit to a transaction's description, category, or taxes. These edits are available inline, and you can easily tab through multiple records while editing.

If you are responsible for tracking taxes, there is no need for you to check every receipt, as TrulySmall Accounting makes the calculation for you in real time.

For additional grouping of transactions, you can filter by bank account, date ranges, amounts, and more.

TrulySmall Accounting has a powerful search tool that can help you find specific transactions with a distinct name, or filter your transactions to a select group for bulk editing.

If you want to edit a group of similar transactions, use the bulk actions to select all on page, categorized, or uncategorized. Make any changes to the fields available for editing, and choose Apply to update all records in bulk. Once updated, remember to click the Post Transactions button above the table to move the records into Transactions.

You can also click on the Post button to the right of any given transaction, to move that individual record into Transactions. TrulySmall Accounting will not allow you to move any item to Transactions if it has not been reviewed and assigned a category.

For large sets of data, page navigation is available to inform you how many pages of records are in the Inbox. You can jump to various pages directly from the Page Indicator.

When you have transfers between bank accounts, or payment receipts that need to be paired with expense records, TrulySmall Accounting automatically identifies these matching items in the Inbox.

TrulySmall Accounting identifies each potential match and allows you to review and post them. This tool provides what is, in essence, real-time reconciliation of your accounts.

Download the TrulySmall Accounting mobile app today from the iOS App Store and Google Play Store and you'll have TrulySmall Accounting in your pocket whenever you need it.

Related article: Welcome to TrulySmall Accounting TSB On-the-Go!