QuickBooks Tip for Health & Wellness Pros: How to Use Bank Rules (Without Messing Up Your Books)
If you're a health coach, therapist, personal trainer, or wellness professional, managing finances probably isn’t your favorite part of running a business. QuickBooks Online offers a powerful feature called bank rules that can help automate your bookkeeping—but only if used wisely.
What Are Bank Rules?
Bank rules automatically categorize transactions that come through your connected bank or credit card accounts. For example, if you pay for supplements from a vendor monthly or have recurring payments like scheduling software (Acuity, Mindbody, etc.), you can tell QuickBooks to auto-categorize those every time.
How to Create a Bank Rule in QuickBooks Online
Go to Banking > Rules.
Click New Rule.
Name your rule (e.g., “Massage Supplies”).
Choose if it applies to money in or out.
Set conditions like “Description contains Square” or “Amount equals $59.99.”
Choose the correct category (e.g., “Supplies” or “Software Subscriptions”).
Save it!
Best Practices for Health & Wellness Businesses
Set rules for recurring monthly charges like your wellness software, gym rental, or Zoom account.
Review rules monthly to ensure accuracy.
Don’t apply rules to variable income like client payments or insurance payouts.
Major Warning: Use with Caution
Bank rules can save you time, but if used incorrectly, they can create serious problems. For example, if you apply a rule to all Stripe deposits without checking, you may miscategorize client income and skew your taxes.
FAQ
What types of expenses can I automate?
Recurring charges like scheduling software, supplements, or rent are perfect candidates.
Should I still reconcile my accounts?
Absolutely. Even with bank rules, reconciliation ensures your books match your actual bank activity.
Can I use bank rules for income?
Avoid using bank rules to auto-categorize income—especially if your payments vary in source or amount.
How do I know if my rules are set up right?
Review your rules monthly or ask a professional to review them with you.
🧘♀️ Need help setting up QuickBooks for your wellness business?
Book a free call with Dr. Bryan Raya, QuickBooks ProAdvisor, and get personalized guidance:
👉 https://calendly.com/dbr_bookkeeping/book-a-free-call-with-dbr
Let’s start Doing Business Right.
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