Trust merchants for Expense receipt automation

Overview

• Saving an Expense receipt stores a merchant rule using MiniTill's normalized merchant name.
• The rule remembers the Expense account and Payment account used for that merchant.
• Trust this merchant for automation sets that merchant rule to allow auto-creation in Known only mode.
• A trusted merchant alone is not enough: merchant/date/total must parse correctly, required Xero accounts must still exist, and no likely duplicate may be found.
• The Business-level default company card/bank account can fill the payment account when the merchant rule has no payment account.

When to use this

• Trust merchants only for repeatable purchases where the same merchant consistently belongs to the same accounting treatment.

Step-by-step

1. Review a receipt manually first.
2. Choose the correct Xero Expense and Payment accounts.
3. Enable Trust this merchant for automation.
4. Save the receipt.
5. Set Expense receipt automation to Trusted merchants only.
6. Monitor the first few future receipts and their Automation notes.

Common mistakes

• Do not trust a merchant whose purchases routinely belong to different expense accounts.
• Do not assume a trusted merchant bypasses duplicate checking.
• Do not treat merchant trust as approval of an incorrectly extracted amount/date.

Troubleshooting

• If a trusted receipt still stops for review, read the Automation note for missing fields/accounts or duplicate candidates.
• If the wrong account keeps being suggested, review and save the merchant rule with the correct accounts.