Module 5 · Lesson 1

Advanced TagMatcher Rules

15 min read

Advanced TagMatcher Rules

Now that you understand basic TagMatcher rules, let's dive into advanced strategies: priority ordering, using "Equals" matching effectively, and creating a comprehensive rule set that handles all your transactions.

Match Types: Contains vs Equals

TagMatcher offers two matching types, each with different use cases:

Contains Matching

Use when: Merchant name appears as part of a larger description

Examples:
- Contains "STARBUCKS" matches "STARBUCKS #1234", "STARBUCKS SEATTLE", "PAYMENT STARBUCKS"
- Contains "AMAZON" matches "AMAZON PRIME", "AMAZON.COM", "AMAZON MARKETPLACE"

Best for: Most common use case - flexible and catches variations

Equals Matching

Use when: Transaction description exactly matches a specific text

Examples:
- Equals "NETFLIX" matches only "NETFLIX" (not "NETFLIX SUBSCRIPTION")
- Equals "RENT PAYMENT" matches only exact text "RENT PAYMENT"

Best for: Specific, exact matches when you want to avoid partial matches

Priority Ordering

Rule priority determines which rule wins when multiple rules match. Lower numbers = higher priority (checked first).

Priority Strategy

  1. Most specific first - Specific rules before general rules
  2. Exceptions first - Special cases before general cases
  3. Important categories first - Critical categorizations before optional ones

Example: Priority Ordering

Priority 1: Contains "AMAZON PRIME" → Tag: "Subscriptions"
Priority 2: Contains "AMAZON" → Tag: "Shopping"
Priority 3: Contains "PRIME" → Tag: "Subscriptions"

Transaction: "AMAZON PRIME MONTHLY"

Result: Rule 1 matches (highest priority), so transaction gets "Subscriptions" tag, not "Shopping".

Why Priority Matters

Without proper priority:
- General rules match before specific rules
- Transactions get wrong categories
- You spend time fixing mistakes

With proper priority:
- Specific rules match first
- Transactions get correct categories automatically
- Less manual correction needed

Creating a Comprehensive Rule Set

Step 1: List All Your Merchants

Review your transactions and list every merchant you regularly use:
- Grocery stores
- Restaurants
- Gas stations
- Online retailers
- Subscriptions
- Utilities
- etc.

Step 2: Group by Category

Organize merchants by the tag they should receive:
- Groceries: Walmart, Target, Kroger, Safeway
- Dining Out: Starbucks, McDonald's, Chipotle
- Gas: Shell, Chevron, BP
- Subscriptions: Netflix, Spotify, Amazon Prime

Step 3: Create Rules with Priority

For each group, create rules in priority order:

Groceries Group:
- Priority 1: Contains "WALMART SUPER" → Tag: "Groceries"
- Priority 2: Contains "WALMART" → Tag: "Groceries"
- Priority 3: Contains "TARGET" → Tag: "Groceries"
- Priority 4: Contains "KROGER" → Tag: "Groceries"

Subscriptions Group:
- Priority 1: Contains "AMAZON PRIME" → Tag: "Subscriptions"
- Priority 2: Contains "NETFLIX" → Tag: "Subscriptions"
- Priority 3: Contains "SPOTIFY" → Tag: "Subscriptions"
- Priority 4: Contains "AMAZON" → Tag: "Shopping" (general rule, lower priority)

Step 4: Test Your Rules

After creating rules:
1. Go to Transactions list
2. Find transactions that should match your rules
3. Verify they're tagged correctly
4. Adjust rules if needed

Try it now: If you have demo data, view your TagMatcher rules, then go to Transactions to verify your rules are matching correctly.

Advanced Strategies

Strategy: Multiple Rules for Same Merchant

Problem: Same merchant appears in different formats

Solution: Create multiple rules with same tag
- Rule 1: Contains "WALMART"
- Rule 2: Contains "WAL-MART"
- Rule 3: Contains "WAL MART"

All three rules assign "Groceries" tag, so any variation gets categorized correctly.

Strategy: Using Equals for Exact Matches

Problem: "TARGET" matches both the store and the word "target" in other descriptions

Solution: Use "Equals" for exact match, or be more specific with "Contains"
- Option 1: Equals "TARGET" → Tag: "Groceries" (only exact match)
- Option 2: Contains "TARGET STORE" → Tag: "Groceries" (more specific)

Strategy: Category Exceptions

Problem: Most "AMAZON" transactions are shopping, but "AMAZON PRIME" is subscription

Solution: Use priority ordering
- Priority 1: Contains "AMAZON PRIME" → "Subscriptions" (specific, high priority)
- Priority 2: Contains "AMAZON" → "Shopping" (general, lower priority)

Strategy: Handling Variations

Problem: Merchant name appears in different formats

Solution: Create multiple "Contains" rules
- Contains "STARBUCKS"
- Contains "SBUX" (if that's how it appears)
- Contains "STARBUCKS COFFEE"

All assign same tag, so any variation works.

Best Practices

  1. Start with Contains - Use "Contains" for most rules (most flexible)
  2. Use Equals sparingly - Only when you need exact matches
  3. Set priority carefully - Specific rules before general rules
  4. Test thoroughly - Use test sandbox before applying rules
  5. Document complex rules - Add notes explaining why rules are set up a certain way
  6. Review regularly - Check that rules are still working correctly

Common Advanced Scenarios

Scenario: Merchant Name Variations

Problem: Same merchant, different name formats

Solution: Create multiple rules with same tag
- Rule 1: Contains "WALMART"
- Rule 2: Contains "WAL-MART"
- Rule 3: Contains "WAL MART"

All assign "Groceries" tag.

Scenario: Category Exceptions

Problem: Most "AMAZON" transactions are shopping, but "AMAZON PRIME" is subscription

Solution: Use priority ordering
- Priority 1: Contains "AMAZON PRIME" → "Subscriptions"
- Priority 2: Contains "AMAZON" → "Shopping"

Scenario: Avoiding False Matches

Problem: "TARGET" matches both the store and the word "target" in other descriptions

Solution: Be more specific
- Option 1: Contains "TARGET STORE" (more specific)
- Option 2: Equals "TARGET" (exact match only)
- Option 3: Contains "TARGET #" (includes store number pattern)

Maintaining Your Rules

Rules need maintenance:

  1. Review monthly - Check for new merchants
  2. Update as needed - Add rules for new spending patterns
  3. Remove unused rules - Clean up rules that no longer match
  4. Test after changes - Verify updates work correctly
  5. Adjust priority - Fine-tune priority as you add more rules

Building Your Complete Rule Set

As you build your rule set:

  1. Start with most common merchants - Handle 80% of transactions first
  2. Add exceptions - Handle special cases with priority
  3. Group by category - Organize rules logically
  4. Test regularly - Verify rules work as expected
  5. Iterate and improve - Refine rules over time

A comprehensive rule set might have:
- 20-50 rules for common merchants
- Proper priority ordering
- Covers 90%+ of transactions automatically
- Minimal manual categorization needed

Key Takeaway: Advanced TagMatcher strategies (priority ordering, Contains vs Equals, comprehensive rule sets) let you handle complex categorization scenarios. Use priority to ensure specific rules match before general rules. Create multiple rules for variations. Test thoroughly and maintain your rules as spending patterns change.