# Autotransactions Autotransactions are rules that automate how transaction rows are created and filled on Your invoices. Instead of manually entering accounts, VAT codes, cost centres, and other dimensions on every invoice, You set up rules that do it for You - based on things like the supplier, amount, reference number, or invoice content. If You process recurring invoices from the same suppliers month after month, autotransactions can save You a huge amount of time. Set up the rule once, and every matching invoice gets posted automatically. You'll find them under Automation → Autotransactions. Users with the Administrator or Accountant role can create and manage rules. ### **What You see on the autotransactions page** The page shows a list of all Your rules. Each one has: * **State:** a toggle showing whether the rule is active or switched off * **Rule name:** what You named it (for example "AS Olerex\_Fuel" or "> 1000€ turundus kulud") * **Supplier:** which supplier the rule applies to, if specified * **Reference number:** if the rule triggers on a specific reference * **Confirmation flow:** which flow the rule assigns, if any * **Last invoice:** the last invoice this rule was applied to * **Last run:** when the rule last ran You can search the list, export it, and add new rules with "+ Add." ### **How autotransactions work** When a clean invoice is imported into Fitek - meaning it's not a duplicate and the amounts match between header and rows - transaction rows are created automatically. If any of Your autotransaction rules match that invoice, they're applied right away. The invoice arrives in Your dashboard already posted, or at least partially posted. This happens without anyone pressing a button. The idea is that for high volumes of recurring invoices, the posting is done before You even look at the invoice. ### **When autotransactions don't run automatically** There are situations where autotransactions aren't applied at import: * The invoice was flagged as a duplicate * The net, VAT, or total amounts don't match between the header and invoice rows * The invoice was created manually in Fitek In these cases, You can still apply autotransactions manually. After fixing any issues, use the "Apply autotransactions" button on the invoice details. Fitek finds matching rules and applies them just as it would have done at import. ### **Creating a rule** Click "+ Add" to open the rule editor. Each rule has three tabs: **Triggers:** the conditions that determine when this rule should fire. Click "+ Click to add a trigger" to choose what the rule should look at. Available trigger criteria include things like supplier, invoice content text, contract number, document name, reference number, and various invoice information fields. You can add multiple triggers - all conditions must be met for the rule to apply. You'll also see two important toggles: * **Rule is switched off** - when on, the rule exists but won't run automatically. Useful for testing or temporarily disabling a rule. * **Stop processing of other rules** - when on, if this rule matches an invoice, Fitek won't check any further rules for that invoice. Use this when You have a specific rule that should be the only one applied for certain invoices. **Automation steps** define what happens once the rule conditions are met. This is where you set up how transaction rows should be structured and filled: which general ledger account, VAT code, and cost dimensions to assign, whether to combine or split rows, and whether to recreate transaction rows from scratch or work with the existing ones, overwriting only the fields specified in the rule. ### **Recreating rows vs. filling fields** This is an important choice when setting up a rule. If Your rule **recreates transaction rows**, it builds new rows from scratch based on the rule's configuration. Any existing data on the rows - including FitekAI suggestions - is replaced. If the rule **doesn't recreate rows**, it only fills in the specific fields defined in the rule and leaves everything else untouched. This is useful when You want autotransactions and FitekAI to work together - the rule handles the parts it knows (like account and VAT code), and AI handles the rest (like cost centres). ### **How autotransactions work with FitekAI** If You use both, the sequence is: Fitek creates transaction rows → FitekAI fills in its suggestions → autotransactions are applied on top. What happens to the AI suggestions depends on Your rule's recreate setting: * **Recreate enabled:** new rows are built, AI suggestions are removed * **Recreate disabled:** the rule overwrites only its own fields, AI suggestions stay for everything else This lets You decide per rule whether automation should fully take over or cooperate with AI. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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