Q: What are Bank Rules in Capium 365?
Bank Rules are automation rules that pre-code bank transactions based on conditions such as description text, amount, or transaction type. They speed up reconciliation and improve consistency.
Q: Where do I set up Bank Rules in Capium 365?
Limited Companies / Partnerships / LLPs:
Go to Client → Bank → Bank RulesIndividuals / Sole Traders:
Go to Client → Books → Bank Rules
The location depends on the client type.
Links:
https://capium.freshdesk.com/support/solutions/articles/9000269489-capium-365-bank-rules
https://capium.freshdesk.com/support/solutions/articles/9000266459-capium-365-books
Q: How do I create a new Bank Rule?
Open the client’s Capium 365 portal
Go to Bank Rules (location depends on client type)
Click Add Rule
Choose Money In or Money Out
Define the rule conditions (e.g. description contains “RENT”)
Choose how the transaction should be coded
Save the rule
Once saved, the rule applies to future matching transactions.
Links:
https://capium.freshdesk.com/support/solutions/articles/9000269489-capium-365-bank-rules
Q: What’s the difference between Money In and Money Out rules?
Money In: applies to income (sales, rent received, refunds)
Money Out: applies to expenses (utilities, subscriptions, loan payments)
Rules will not trigger if the wrong type is chosen.
Q: What conditions can I use in a Bank Rule?
Conditions typically include:
Transaction description contains specific text
Exact or partial matches
Multiple conditions using ANY or ALL logic
Best practice is to start broad, then refine if needed.
Q: What does a Bank Rule actually do to the transaction?
A Bank Rule can:
Assign an account/category
Apply VAT treatment (if relevant)
Attach a contact or supplier
Split amounts across accounts (fixed or percentage)
This means transactions arrive pre-coded and ready to reconcile.
Q: Do Bank Rules apply to existing transactions?
No. Bank Rules apply to new incoming transactions after the rule is created. Existing transactions must be handled manually.
Q: Why didn’t my Bank Rule apply to a transaction?
Common reasons:
Rule created after the transaction arrived
Description didn’t match exactly
Wrong Money In / Money Out selected
Rule is inactive
Q: Do Bank Rules reconcile transactions automatically?
A: No. Bank Rules prepare transactions by coding them, but accountants still review and reconcile to confirm accuracy.
Q: How do Bank Rules speed up reconciliation?
By ensuring transactions arrive consistently coded, reconciliation becomes a review-and-confirm task instead of manual entry.
Q: When should I set up Bank Rules for a client?
After the first batch of bank transactions appears, identify recurring items (rent, subscriptions, utilities) and create rules early.
Q: How many Bank Rules should I create?
Focus on high-frequency, repetitive transactions. Avoid over-engineering rules for one-off items.
Q: Why are Bank Rules especially important for MTD IT clients?
MTD IT relies on accurate quarterly totals. Bank Rules reduce miscoding and speed up reconciliation, which improves the quality of quarterly submissions and reduces year-end corrections.
Common mistakes
Q: What are the most common mistakes when setting up Bank Rules?
Using rules that are too specific
Forgetting to choose the correct Money In/Out type
Expecting rules to fix old transactions
Not reviewing rules after changes in client behaviour