Configure vendor matching rules
Use the Auto-match settings page to turn vendor auto-match on or off for Meta, Google, and PayPal in your business workspace. When a vendor is on, you can keep it in Dry run to review results first, or switch to Live for automatic posting when the exact match rules pass.
Before you start
- You must be signed in to the business workspace that owns the settings.
- You must be an owner or admin to change vendor settings, retry an item, or dismiss an item.
- To turn a vendor On, your workspace must be entitled to that vendor’s matching feature.
- Turning a vendor Off is allowed even when the feature is not entitled.
- For live posting, the saved approving actor for that vendor must still be an active owner or admin; if not, live posting is blocked until an owner or admin saves the toggle again.
Open vendor auto-match settings
Go to Settings, then open Auto-match. The page shows vendor switches at the top and a bank-line review list below.
- Select Settings.
- Open Auto-match.
- Review the vendor rows at the top of the page.
What each vendor row covers
| Vendor row | What it covers | What the enabled rule can do | Preview-only and blocked states |
|---|---|---|---|
| Meta (ads + Verified subscription) | Meta bank lines that are handled by the Meta auto-match rule. | Can match the bank line and send it through the normal posting flow for that vendor. | If the row is Off, the bank line is not auto-matched. If the row is not entitled, the switch is locked and cannot be enabled. |
| Google Ads / Google Workspace | Google bank lines that are handled by the Google auto-match rule. | Can match the bank line and send it through the normal posting flow for that vendor. | If the row is Off, the bank line is not auto-matched. If the row is not entitled, the switch is locked and cannot be enabled. |
| PayPal | PayPal bank lines that are handled by the PayPal auto-match rule. | Can match the bank line and send it through the normal posting flow for that vendor. | If the row is Off, the bank line is not auto-matched. If the row is not entitled, the switch is locked and cannot be enabled. |
| Shopify payouts | Shopify payout deposits. | Can create the Shopify payout reconciliation path when the matched bank line and preview pass the checks. | If the preview is still in Dry run, you see what would post but nothing is sent live. If the preview is not fully resolved or does not match the bank line, live posting is blocked. |
| Flexport billing rows | Flexport billing rows. | Can create the Flexport reconciliation path when the matched bank line and preview pass the checks. | If the preview is still in Dry run, you see what would post but nothing is sent live. If the preview has unmapped charge categories, unattributed return labels, or reconciliation drift, live posting is blocked. |
Turn automatic matching on or off
Each vendor row has an Automatic switch. Turning a vendor on allows automatic matching for that vendor, but the row starts in Dry run so you can review results before any live posting happens.
- Find the vendor you want to manage.
- Turn Automatic On to allow auto-matching for that vendor.
- Keep Dry run on if you want preview-only behavior.Dry run
- Turn Automatic Off to stop matching for that vendor.Off
Choose Dry run or Live
The Dry run switch controls whether the vendor runs as a preview or as live auto-match. You can change it only after the vendor is on.
- Turn the vendor On first, if it is not already on.
- Keep Dry run on to evaluate matches without posting.Dry run
- Switch Dry run off when you are ready for live posting.Dry run
How the review states work
| State | Meaning |
|---|---|
| exception | The system stopped on a problem and needs a person to review it. |
| dry run | The item was evaluated in preview mode and not posted live. |
| waiting | The item is not ready yet and will be checked again later. |
| submitted | The item has been sent through the posting flow and is waiting for completion. |
| succeeded | The posting finished successfully. |
| resolved | The item was handled manually or otherwise removed from the automation queue. |
Work with the bank-line review list
The lower table shows bank lines for the selected state. Use the state filter to switch between exception, dry run, waiting, submitted, succeeded, and all.
- Choose a state from the dropdown to narrow the list.
- Review the item reason and target in the row.
- Use Retry for an exception that should be processed again.Retry
- Use Handled manually when you have already taken care of the item outside auto-match.Handled manually
Role and posting behavior
The settings page is for workspace owners and admins. If you turn a vendor on, the saved approving actor for that vendor must still be an active owner or admin for live postings to continue; otherwise live posting is blocked until an owner or admin saves the toggle again.
Dry run items are preview only. Live items use the normal posting flow for that vendor, and the actual posted result appears only after the posting flow completes successfully.
Invoice of record and blocked cases
For Meta, Google, and PayPal, auto-match only proceeds when the bank line and the matching source document or invoice of record line up under that vendor’s exact rule. If the rule does not find an exact match, the row stays in exception or waiting, or is ignored, depending on the vendor planner.
For Shopify payouts and Flexport billing rows, the preview must be exact before live posting is allowed. If the preview is not exact, is missing required details, or still shows a blocked state, the item remains preview-only handling and is not posted live.
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