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AI2Fin’s Smart Categorization automatically sorts your financial transactions into the right expense categories, so you spend less time on data entry and more time understanding your money. It learns from your corrections and keeps getting better. Learn how to navigate and use this powerful feature effectively.

Access Smart Categorization

Navigate to All Transactions to access AI categorization features.

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How to Access Smart Categorization

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Primary Navigation Path

1

Open Sidebar Navigation

Click the hamburger menu (☰) on mobile or use the sidebar on desktop to access the main navigation.
2

Navigate to Analysis & Management

In the sidebar, find the “3. Analysis & Management” section with the output icon.
3

Click All TXns

Click on “All TXns” (All Transactions) to access the main transaction management page where AI categorization happens.

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Alternative Access Methods

Dashboard Quick Access

From Dashboard:
  1. Go to Dashboard (top of sidebar)
  2. Look for “Recent Transactions” widget
  3. Click “View All” or transaction count
  4. Access categorization features

Direct URL Access

Direct Navigation:
  • URL: https://app.ai2fin.com/#/all-transactions
  • Bookmark for quick access
  • Use browser back/forward buttons

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Understanding the All Transactions Interface

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Main Page Layout

Top Section:
  • Page Title: “All Transactions” with transaction count
  • Search Bar: Search transactions by description, amount, or merchant
  • Filter Controls: Date range, category, amount filters
  • View Toggle: Switch between list view and categorized view
  • Column Customization: Show/hide transaction columns
Main Content:
  • Transaction Table: All transactions in chronological order
  • AI Status Indicators: Shows which transactions need AI categorization
  • Action Buttons: Edit, categorize, delete for each transaction
  • Bulk Actions: Select multiple transactions for batch operations
  • Pagination: Navigate through large transaction lists

Sidebar Navigation

Main Sections:
  • Dashboard (top)
    1. Inputs (Bank Transactions, Email)
    1. Personalize (Categories, Custom Rules, Allocations)
    1. Analysis & Management (All TXns + sub-items)
    1. Reports and Trends (Insight+, Tax Export, AI Assistant)

Sub-Navigation

Under All TXns:
  • Expenses (One-time) - Blue dot icon
  • Patterns (Recurring) - Orange repeat icon
  • Travel Expenses - Car icon
  • All accessible from main All TXns page

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Using AI Categorization Features

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Finding Uncategorized Transactions

1

Access All Transactions

Navigate to “3. Analysis & Management” → “All TXns” in the sidebar.
2

Identify Uncategorized Items

Look for transactions with:
  • Empty category field
  • “Uncategorized” label
  • AI suggestion indicators
  • Different colored status indicators
3

Use AI Categorization

Click the AI categorize button (brain icon) on individual transactions or use bulk operations.

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AI Categorization Interface Elements

Per Transaction:
  • AI Categorize Button: Brain icon next to each transaction
  • Category Dropdown: Shows AI suggestions with confidence levels
  • Edit Button: Modify transaction details manually
  • Delete Button: Remove a transaction from your list
  • Status Indicators: Visual cues for categorization status
Multiple Transactions:
  • Select Checkboxes: Choose multiple transactions
  • Bulk AI Categorize: Process multiple transactions at once
  • Bulk Edit: Modify multiple transactions simultaneously
  • Bulk Delete: Remove multiple transactions
  • Select All: Select all visible transactions

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Efficient Navigation

Keyboard Shortcuts

  • Ctrl + T: Go to All Transactions
  • Ctrl + D: Go to Dashboard
  • Ctrl + F: Focus search bar
  • Esc: Close dialogs/modals

Quick Actions

  • Use dashboard widgets for quick access
  • Bookmark frequently used pages
  • Use browser back/forward buttons
  • Mobile: Swipe gestures for navigation

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Mobile Navigation

Mobile Features:
  • Hamburger Menu: Tap to open/close sidebar
  • Touch-Friendly: Large buttons and touch targets
  • Swipe Navigation: Swipe between transaction views
  • Responsive Design: Optimized for mobile screens
  • Offline Support: Basic functionality without internet
Mobile Optimizations:
  • Collapsed Sidebar: Icons-only mode for space efficiency
  • Bottom Navigation: Quick access to main features
  • Pull-to-Refresh: Refresh transaction data
  • Infinite Scroll: Load more transactions automatically

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How It Works

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What happens behind the scenes

1

Transaction Analysis

AI2Fin reads each transaction — the merchant, the description, the amount, and how it fits your usual spending — to understand what it is.
2

Pattern Recognition

It recognises familiar merchants and spending patterns, so similar transactions get sorted consistently every time.
3

Confidence Levels

Each suggestion comes with a confidence level so you know what to trust at a glance:
  • High confidence: categorized for you automatically
  • Medium confidence: suggested, ready for a quick confirm
  • Lower confidence: flagged for your review
4

Learning & Improvement

Every time you confirm or correct a category, AI2Fin learns — so it gets more accurate the more you use it, tuned to your business and your habits.

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Categorization Methods

AI Recognition:
  • Identifies merchant names from transaction descriptions
  • Maps merchants to appropriate categories
  • Handles variations in merchant naming
Examples:
  • “WOOLWORTHS” → Groceries
  • “OFFICEWORKS” → Office Supplies
  • “UBER TRIP” → Travel & Transport
  • “ADOBE SYSTEMS” → Software & Subscriptions
Natural Language Processing:
  • Parses transaction descriptions
  • Extracts key terms and context
  • Identifies transaction purpose
Pattern Matching:
  • Recognizes common business terms
  • Identifies expense types
  • Distinguishes business vs personal
Transaction Analysis:
  • Amount ranges for different expense types
  • Round number patterns (subscriptions)
  • Frequency analysis (recurring bills)
Smart Suggestions:
  • High-value transactions → Equipment/Assets
  • Regular amounts → Subscriptions/Bills
  • Variable amounts → Variable expenses

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Using Smart Categorization

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Automatic Categorization

High-confidence transactions are automatically categorized without requiring user intervention.

Auto-Categorized Transactions

Categorized for you when:
  • The merchant is clearly identified
  • It matches an established pattern
  • You’ve accepted similar suggestions before
  • Confidence is high

Review Required

Flagged for you when:
  • It’s a new merchant or pattern
  • The description is ambiguous
  • It could be business or personal
  • Confidence is lower

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Manual Review Process

1

Access Uncategorized Transactions

  1. Go to All Transactions
  2. Filter by “Uncategorized”
  3. Review AI suggestions
2

Review AI Suggestions

  1. Check suggested category
  2. Review confidence level
  3. Examine reasoning
  4. Accept or modify
3

Provide Feedback

  1. Accept correct suggestions
  2. Correct wrong categorizations
  3. Add business context
  4. AI learns from feedback

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Bulk Categorization

Bulk Operations

Process multiple transactions at once for faster categorization of similar transactions.
Process:
  1. Select multiple transactions
  2. Click “Bulk AI Categorize”
  3. Review AI suggestions
  4. Apply to selected transactions
Benefits:
  • Faster processing
  • Consistent categorization
  • Reduced manual effort
  • Pattern recognition
When to Use:
  • Similar transaction types
  • Same merchant/category
  • Batch corrections
  • New category setup
Process:
  1. Select transactions
  2. Choose category
  3. Apply to all selected
  4. AI learns from bulk actions

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Category Management

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Default Categories

AI2Fin comes with comprehensive default categories optimized for businesses worldwide:

Office & Admin

Categories:
  • Office Rent & Utilities
  • Office Supplies
  • Equipment & Furniture
  • Professional Services
  • Insurance

Technology

Categories:
  • Software & Subscriptions
  • Hardware & Equipment
  • Internet & Phone
  • IT Services
  • Cloud Services

Marketing & Sales

Categories:
  • Advertising & Promotion
  • Marketing Materials
  • Events & Networking
  • Website & Design
  • Sales Tools

Travel & Transport

Categories:
  • Vehicle Expenses
  • Fuel & Maintenance
  • Public Transport
  • Accommodation
  • Meals & Entertainment

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Custom Categories

1

Create Custom Category

  1. Go to Categories page
  2. Click “Add Category”
  3. Enter category name and description
  4. Set tax deductibility status
2

Configure Category Rules

  1. Add keywords for auto-categorization
  2. Set business use percentage
  3. Configure GST settings
  4. Add notes or instructions
3

Train AI on New Category

  1. Manually categorize examples
  2. Provide feedback on AI suggestions
  3. AI learns category patterns
  4. Improves accuracy over time

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Advanced Features

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Business Use Percentage

Automatic Business Use Calculation

AI automatically calculates business use percentages for mixed business/personal expenses.
Calculation Methods:
  • Logbook method (12-week periods)
  • Cents per km method
  • Business trip tracking
  • Automatic percentage calculation
Tax Compliance:
  • Maintains detailed records
  • Calculates legitimate deductions
  • Generates compliant reports
  • Supports audit requirements
Eligible Expenses:
  • Rent and utilities (proportionate)
  • Internet and phone bills
  • Office equipment and furniture
  • Cleaning and maintenance
Calculation:
  • Floor area percentage
  • Time-based allocation
  • Usage tracking
  • Automatic apportionment

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Tax Deductibility Analysis

Automatic Deduction Detection

AI Identifies:
  • Tax-deductible expenses
  • Business-related purchases
  • Tax-compliant deductions
  • Potential audit flags

Compliance Checking

Validation:
  • Tax requirement compliance
  • Receipt verification
  • Business purpose validation
  • Documentation completeness

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Accuracy & Speed

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Gets smarter the more you use it

Smart Categorization starts working from day one and keeps getting better as you use it. What makes it more accurate for you:
  • Confirming and correcting suggestions teaches it your preferences
  • Higher transaction volume gives it more to learn from
  • A clear, consistent category structure helps it match reliably
  • Adding business context in your preferences sharpens results
Built for real-world use:
  • Categorizes transactions quickly as they come in
  • Handles bulk categorization across long date ranges
  • Stays responsive whether you have a few months or years of history
  • Keeps improving as you keep using it

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Quality Assurance

1

Confidence Scoring

AI provides confidence levels for each categorization suggestion.
2

Human Review

Low-confidence transactions are flagged for manual review.
3

Feedback Loop

User corrections improve AI accuracy over time.
4

Continuous Improvement

AI model updates based on user feedback and patterns.

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Best Practices

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Optimizing AI Performance

Provide Feedback

Regularly review and correct AI suggestions to improve accuracy.

Use Consistent Categories

Maintain consistent category naming and usage patterns.

Add Business Context

Include business purpose notes for ambiguous transactions.

Regular Reviews

Schedule regular categorization reviews for accuracy.

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Category Optimization

Best Practices:
  • Use specific, descriptive names
  • Avoid overly broad categories
  • Group related expenses logically
  • Maintain consistent naming
Structure Tips:
  • 20-30 categories maximum
  • Clear hierarchy levels
  • Business-relevant groupings
  • Tax-compliant naming
Effective Training:
  • Categorize examples manually
  • Provide clear feedback
  • Use consistent patterns
  • Review AI suggestions regularly
Training Tips:
  • Start with clear examples
  • Correct errors immediately
  • Explain business context
  • Monitor accuracy metrics

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Troubleshooting

Possible Causes:
  • Insufficient training data
  • New merchant patterns
  • Ambiguous descriptions
  • Service connectivity issues
Solutions:
  • Provide more examples
  • Add merchant keywords
  • Improve descriptions
  • Check service status
Common Issues:
  • Wrong category suggestions
  • Mixed business/personal
  • Unclear transaction purpose
  • New expense types
Solutions:
  • Correct and provide feedback
  • Add business context
  • Create custom categories
  • Train AI with examples
Ready to experience smart categorization? Visit the All Transactions page or explore Pattern Analysis for related features. AI2Fin’s Smart Categorization - Where artificial intelligence meets financial organization.