From e08924eca3bc195b075d62acd0fc6a9a411be622 Mon Sep 17 00:00:00 2001 From: =?UTF-8?q?Nicol=C3=A1s=20Bonet=20=28via=20MelvinBot=29?= Date: Tue, 21 Jul 2026 01:38:38 +0000 Subject: [PATCH 1/4] Docs: document importing Merchant Rules via spreadsheet MIME-Version: 1.0 Content-Type: text/plain; charset=UTF-8 Content-Transfer-Encoding: 8bit Co-authored-by: Nicolás Bonet --- .../workspaces/Import-Merchant-Rules.md | 75 +++++++++++++++++++ 1 file changed, 75 insertions(+) create mode 100644 docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md diff --git a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md new file mode 100644 index 000000000000..1113c9f4d502 --- /dev/null +++ b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md @@ -0,0 +1,75 @@ +--- +title: Import Merchant Rules using a spreadsheet +description: Learn how to bulk-create Merchant Rules by importing a spreadsheet, and how Tag values are interpreted for single-level and multi-level tags. +keywords: [New Expensify, import merchant rules, merchant rules spreadsheet, bulk merchant rules, import rules CSV, workspace rules, multi-level tags import] +internalScope: Audience is Workspace Admins on the Control plan with Rules enabled. Covers bulk-creating Merchant Rules by importing a spreadsheet and how Tag cells are interpreted for single-level and multi-level tags. Does not cover creating Merchant Rules manually, personal expense rules, or importing tags themselves. +--- + +# Import Merchant Rules using a spreadsheet + +Importing a spreadsheet lets Workspace Admins create many Merchant Rules at once instead of adding them one at a time. Map each column in your file to a merchant rule field, and Expensify creates a rule for every row so matching expenses are automatically coded. + +--- + +## Who can import Merchant Rules + +To import Merchant Rules, you must be: + +- A Workspace Admin. +- On a workspace with **Rules** enabled (available on the Control plan). + +If **Rules** is not enabled, [learn how to enable Workspace Rules](/articles/new-expensify/workspaces/Workspace-Rules#enable-workspace-rules). + +--- + +## How to import Merchant Rules using a spreadsheet + +Prepare a spreadsheet where each row is one rule. Include a column for the merchant to match and a column for each field you want the rule to update (for example, Tag). + +1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Workspaces > [workspace name]**. +2. Click **Rules**. +3. Click **More**, then select **Import merchant rules**. +4. Upload your spreadsheet file. +5. Map each column to a merchant rule field. Map the merchant column to **Merchant is** or **Merchant contains**, and map at least one field to update, such as **Updated merchant**, **Updated category**, **Updated tag**, or **Updated description**. +6. Click **Import**. + + + +You must map at least one **Merchant is** or **Merchant contains** column plus at least one field to update, or the import can't complete. + +--- + +## How Tag values are interpreted when importing Merchant Rules + +How a colon in a Tag cell is read depends on how your workspace tags are set up **at the time of import**, so set up your tags before importing. Learn more about [expense tags](/articles/new-expensify/workspaces/Create-and-manage-expense-tags). + +- **Workspace with multi-level tags:** A colon separates tag levels. A Tag cell of `Parent: Child` is imported as a multi-level tag with the first level set to `Parent` and the second level set to `Child`. Any spaces around the colon are trimmed. +- **Workspace with a single-level tag list:** A colon is part of the tag name. A Tag cell of `ab:cd` is imported as one tag named `ab:cd`. + +--- + +## What happens after you import Merchant Rules + +- A confirmation message shows how many Merchant Rules were added. +- Rules that duplicate an existing rule are skipped. +- Each new rule appears in the **Merchant** section of the **Rules** page and is applied to matching expenses going forward. + +--- + +# FAQ + +## Why did some rows not import as Merchant Rules? + +A row is skipped when it duplicates an existing rule, or when the required columns aren't mapped. Make sure you mapped a **Merchant is** or **Merchant contains** column plus at least one field to update. + +## Why did my imported Tag value display differently than expected? + +Tag cells are interpreted based on your workspace tag setup at the time of import. On a workspace with multi-level tags, a colon splits the value into tag levels; on a workspace with a single-level tag list, the colon stays part of the tag name. Set up your tags before importing so the values are read the way you intend. + +## Can I import Merchant Rules on mobile? + +Importing a spreadsheet is done from the **Rules** page. For the best experience uploading and mapping a spreadsheet, use Expensify on web. From 353c3e90b8e4fda78791216147268695195aef55 Mon Sep 17 00:00:00 2001 From: "{\"message\":\"Not Found\",\"documentation_url\":\"https://docs.github.com/rest/issues/comments#get-an-issue-comment\",\"status\":\"404\"} (via MelvinBot)" Date: Tue, 21 Jul 2026 18:32:52 +0000 Subject: [PATCH 2/4] Docs: direct Rules Revamp users to Expense defaults tab before import Co-authored-by: {"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"} <{"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"}@users.noreply.github.com> --- .../new-expensify/workspaces/Import-Merchant-Rules.md | 11 ++++++----- 1 file changed, 6 insertions(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md index 1113c9f4d502..871383c15d56 100644 --- a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md +++ b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md @@ -28,14 +28,15 @@ Prepare a spreadsheet where each row is one rule. Include a column for the merch 1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Workspaces > [workspace name]**. 2. Click **Rules**. -3. Click **More**, then select **Import merchant rules**. -4. Upload your spreadsheet file. -5. Map each column to a merchant rule field. Map the merchant column to **Merchant is** or **Merchant contains**, and map at least one field to update, such as **Updated merchant**, **Updated category**, **Updated tag**, or **Updated description**. -6. Click **Import**. +3. If the **Rules** page shows tabs, select the **Expense defaults** tab. +4. Click **More**, then select **Import merchant rules**. +5. Upload your spreadsheet file. +6. Map each column to a merchant rule field. Map the merchant column to **Merchant is** or **Merchant contains**, and map at least one field to update, such as **Updated merchant**, **Updated category**, **Updated tag**, or **Updated description**. +7. Click **Import**. From eea17b504b42bd8447d62a9615b09827c8d2898e Mon Sep 17 00:00:00 2001 From: "{\"message\":\"Not Found\",\"documentation_url\":\"https://docs.github.com/rest/issues/comments#get-an-issue-comment\",\"status\":\"404\"} (via MelvinBot)" Date: Wed, 22 Jul 2026 14:57:49 +0000 Subject: [PATCH 3/4] Docs: state mobile import support directly in Merchant Rules FAQ Co-authored-by: {"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"} <{"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"}@users.noreply.github.com> --- docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md index 871383c15d56..cf29a876a7b0 100644 --- a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md +++ b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md @@ -73,4 +73,4 @@ Tag cells are interpreted based on your workspace tag setup at the time of impor ## Can I import Merchant Rules on mobile? -Importing a spreadsheet is done from the **Rules** page. For the best experience uploading and mapping a spreadsheet, use Expensify on web. +Yes. You can import Merchant Rules on both web and mobile from the **Rules** page. On a smaller screen you choose the file rather than drag and drop it. From 82f31c76d26f002917ebfdd756639cd5ff608d3b Mon Sep 17 00:00:00 2001 From: "{\"message\":\"Not Found\",\"documentation_url\":\"https://docs.github.com/rest/issues/comments#get-an-issue-comment\",\"status\":\"404\"} (via MelvinBot)" Date: Wed, 22 Jul 2026 15:04:17 +0000 Subject: [PATCH 4/4] Docs: align navigation phrasing with helpsite convention Co-authored-by: {"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"} <{"message":"Not Found","documentation_url":"https://docs.github.com/rest/issues/comments#get-an-issue-comment","status":"404"}@users.noreply.github.com> --- docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md index cf29a876a7b0..3e2e2c45c4fc 100644 --- a/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md +++ b/docs/articles/new-expensify/workspaces/Import-Merchant-Rules.md @@ -26,7 +26,7 @@ If **Rules** is not enabled, [learn how to enable Workspace Rules](/articles/new Prepare a spreadsheet where each row is one rule. Include a column for the merchant to match and a column for each field you want the rule to update (for example, Tag). -1. In the navigation tabs (on the left on web, and at the bottom on mobile), click **Workspaces > [workspace name]**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), click **Workspaces > [workspace name]**. 2. Click **Rules**. 3. If the **Rules** page shows tabs, select the **Expense defaults** tab. 4. Click **More**, then select **Import merchant rules**.