Prompt Categorization

What's in this guide

What Prompt Categorization is & when to use it
Getting started with Prompt Categorization
Reading your results
FAQ

1. What Prompt Categorization is & when to use it

Prompt Categorization lets you categorize the transactions on your screen by writing a simple instruction — a prompt — that describes how you want them labeled. Instead of hand-editing categories to fit a specific matter, you tell Prompt Categorization what you want (for example, "Categorize all recurring software charges as SaaS Expense"), run it, and it fills in each transaction's Category and Sub-Category for you.

When to reach for it

The standard categorization doesn't match how this engagement needs things labeled.
You want to apply a rule based on amounts, dates, or payees (e.g. "flag anything over $10,000 as Large Disbursement").
You have a categorization approach you use often and want to save it and reuse it across clients.

Prompt Categorization supplements the existing AI Categorization — it doesn't replace it. The standard categorization function is still there and works exactly as before.

2. Getting started with Prompt Categorization

Finding the button

Open the Bank Transactions section for your engagement. In the toolbar, alongside the existing categorization action, you'll see a Prompt Categorize button. It's styled to look distinct from the standard categorization button so the two are easy to tell apart. Click it to open the Prompt Categorization dialog.

Who has access

Prompt Categorization is available to all users except Engagement Users. If you don't see the button or it isn't active, check your role — or that the feature hasn't been switched off by an administrator (see the FAQ.)

Writing a good prompt

Your prompt is an instruction to the AI describing how to categorize each transaction. Prompt Categorization sends the full detail of every transaction to the AI, so your prompt can refer to amounts, dates, payees, and descriptions.

Examples that work well

Prompt	What it does
Categorize Home Depot transactions under $30 as discretionary	Uses payee + amount to apply a specific label.
Label recurring monthly software charges as "SaaS Expense"	Applies a consistent category to a class of spend.
Mark any wire transfer over $10,000 as "Large Disbursement" and everything else by its normal business category.	Combines a threshold rule with a general fallback.

Tips for better results

Be specific about the label you want. If you want a particular category name, say it in quotes.
Describe the rule, not every transaction. The AI applies your rule to each row on its own.
Cover the "everything else" case if you only want to relabel a subset.

The AI returns a single, concise category label per transaction. If a transaction is genuinely too vague to classify, it may be labeled "Unknown" — that's expected, not an error.

Saving, reusing, and deleting prompts

Saving a prompt

Enter a name and text. Both are required — you'll be prompted if either is empty.
Use a unique name. Two prompts can't share the same name.
Save. Click Save or press Enter in the name field. Your prompt appears in the Saved tab and is selected automatically.

Saved prompts are tied to you, not to a single account — they're available across every engagement you work in.

Deleting a prompt

Deleting takes two clicks as a safety step: the first click turns the button red and reads "Confirm delete"; the second click removes it. Click anywhere else to cancel.

Running a categorization

Once a prompt is in place, choose one of the two run modes at the bottom of the dialog:

Button	What it does
Categorize	Runs only on transaction that haven't been categorized yet. Anything already labeled is left as-is.
Re-categorize All	Clears all existing categories first, then runs a full fresh pass on every transaction.
Cancel	Closes the dialog without running anything.

Prompt Categorization runs in the background. You don't have to sit and watch it.

Keep working or leave the page. Navigating away or closing the page has no ill effect — the run continues and your results appear when it's done.
One run at a time. Only a single categorization can run on an account at once. If someone else is already running one, you'll be told it's in progress and asked to wait.
The button stays disabled for the duration of the run, then re-enables when it finishes.

3. Reading your results

When the run completes, Prompt Categorization writes each transaction's label into the Category and Sub-Category columns in the transaction table. These results persist — they'll still be there when you reload the page. Review the results as you would any categorization. If something isn't right, refine your prompt and run again — use Re-categorize All for a clean pass, or adjust and re-run.

4. FAQ

I don't see the Prompt Categorize button.

Most likely your role is Engagement User, which doesn't have access. It's also possible an administrator has turned the feature off. Check with your admin.

The button is greyed out.

A categorization run is already in progress on this account. The button re-enables automatically when it finishes.

I tried to run but was told someone else is already running one.

Only one run can happen per account at a time. Wait for the current run to complete, then try again.

Some transactions came back as "Unknown."

That's expected when a transaction is genuinely too vague to categorize confidently. Try a more specific prompt, or categorize those rows another way.

Can I use amounts and dates in my prompt?

Yes. Full transaction detail is sent to the AI, so rules like "under $30" or "in Q1" work.

Will my saved prompts be there on my next engagement?

Yes — saved prompts are tied to you and follow you across engagements.

Does Prompt Categorization change the standard AI Categorization?

No. It's a separate, supplemental feature. The existing categorization function is unchanged.

Can my run be audited?

Yes. Each run is logged with who ran it and when, for full traceability.