Understanding rules

Rules are the workhorse of any Breadbox setup. A well-tuned set of rules can categorize the overwhelming majority of your transactions during sync, leaving only the genuinely ambiguous ones for a human or agent to look at. This guide walks through the DSL by example — five rules you can adapt and drop into your instance today. If you haven’t yet, skim Breadbox in a nutshell first for the vocabulary. The full specification lives in Rules: the substrate that turns provider data into intelligence and the rules API reference.

The doctrine: provider data is immutable; intelligence accrues as rules

Breadbox treats provider data — the raw transactions Plaid, Teller, SimpleFIN, or your CSV imports drop into the database — as a permanent, untouched substrate. Breadbox never rewrites the provider’s name, merchant, amount, or categories. Every durable choice you or an agent makes about a charge — “this is a subscription”, “this is a grocery run”, “flag anything over $1000” — accrues as a rule. The next sync resolves the same kind of charge the same way automatically, without a re-run. Two practical consequences:

Match on raw fields. A rule keyed on provider_name, provider_merchant_name, amount, pending, or the date-parts (day_of_month, month, …) resolves identically on every sync and on retroactive apply. A rule keyed on a mutable label (account_name, category, tags) is reacting to something a person, agent, or earlier-stage rule can change.
Last-writer-wins. Rules, agents, and users all write the same fields (category_id, tags, metadata, series link, counterparty link, flag). There is no per-source precedence guard — whoever runs last wins. The sync engine only runs rules on new or changed transactions, so a user’s manual edit on an unchanged row is not silently re-clobbered.

The DSL, in one screen

A rule is a JSON document with three important pieces:

A condition — a recursive tree of leaves (field/op/value) and combinators (and / or / not).
One or more actions — set_category, add_tag, remove_tag, set_metadata, remove_metadata, assign_series, assign_counterparty, flag, unflag, or add_comment.
A trigger and stage — when the rule runs (, always, on_change) and where in the pipeline (baseline, standard, refinement, override).

Amounts use Plaid convention: positive = money out (purchases, payments), negative = money in (refunds, paychecks). Every example below respects that.

Example 1 — Amazon purchases → Shopping

The canonical “merchant name contains a substring” rule. Two conditions combined with and: the provider’s raw description must contain AMAZON, and the amount must be positive (so we don’t catch Amazon refunds).

{
  "name": "Amazon purchases",
  "conditions": {
    "and": [
      { "field": "provider_name", "op": "contains", "value": "AMAZON" },
      { "field": "amount", "op": "gt", "value": 0 }
    ]
  },
  "actions": [
    { "type": "set_category", "category_slug": "general_merchandise" }
  ],
  "trigger": "on_create",
  "stage": "standard"
}

Create it via the API:

curl -X POST \
  -H "X-API-Key: bb_your_key" \
  -H "Content-Type: application/json" \
  -d @amazon-rule.json \
  http://localhost:8080/api/v1/rules

Before saving, dry-run against your history to sanity-check the match count:

curl -X POST \
  -H "X-API-Key: bb_your_key" \
  -H "Content-Type: application/json" \
  -d '{
    "conditions": {
      "and": [
        { "field": "provider_name", "op": "contains", "value": "AMAZON" },
        { "field": "amount", "op": "gt", "value": 0 }
      ]
    }
  }' \
  http://localhost:8080/api/v1/rules/preview

Example 2 — Uber / Lyft / Waymo → Transportation

When a single condition isn’t enough, an or group handles the “any of these merchants” case. Here we use the in operator on provider_merchant_name to check against a list in one shot.

{
  "name": "Ridesharing → Transportation",
  "conditions": {
    "and": [
      { "field": "provider_merchant_name", "op": "in", "value": ["Uber", "Lyft", "Waymo"] },
      { "field": "amount", "op": "gt", "value": 0 }
    ]
  },
  "actions": [
    { "type": "set_category", "category_slug": "transportation_taxi_and_ride_share" },
    { "type": "add_comment", "content": "Auto-categorized as rideshare by rule." }
  ],
  "trigger": "on_create",
  "stage": "standard"
}

provider_merchant_name is only populated for providers that enrich the raw description (Plaid does this; Teller and CSV imports often don’t). If your data comes primarily from Teller, prefer provider_name with contains and match on a substring of the raw description.

Example 3 — Threshold flag: surface anything over $1000

Not every rule has to change the category. This one only flags a charge for human attention — anything over $1000 goes into the flagged queue so you can review it before the rest.

{
  "name": "Flag transactions over $1000",
  "conditions": {
    "and": [
      { "field": "amount", "op": "gt", "value": 1000 },
      { "field": "pending", "op": "eq", "value": false }
    ]
  },
  "actions": [
    { "type": "flag" },
    { "type": "add_comment", "content": "Flagged automatically: over $1000." }
  ],
  "trigger": "on_create",
  "stage": "standard"
}

flag sets flagged_at = NOW() on the matching transaction. Retrieve flagged rows with query_transactions(flagged=true) from MCP, GET /transactions?flagged=true from the API, or the flagged filter in the dashboard. A follow-up unflag rule (or a manual review) clears the flag once you’re done with it.

Example 4 — Tag a subscription via the recurrence idiom

Recurring charges have a stable signature: the same merchant, near the same amount, near the same day of the month. amount approx and day_of_month approx capture that in two conditions — and assign_series makes every future match join the same series automatically.

{
  "name": "Spotify → subscription series",
  "conditions": {
    "and": [
      { "field": "provider_merchant_name", "op": "contains", "value": "Spotify" },
      { "field": "amount", "op": "approx", "value": 10.99, "tolerance": 1.00 },
      { "field": "day_of_month", "op": "approx", "value": 14, "tolerance": 2 }
    ]
  },
  "actions": [
    { "type": "assign_series", "series_name": "Spotify", "create_if_missing": true },
    { "type": "add_tag", "tag_slug": "streaming" }
  ],
  "trigger": "on_create",
  "stage": "standard"
}

amount approx 10.99 ± 1.00 keeps matching when a $10.99 plan ticks up to $11.99. day_of_month approx 14 ± 2 is cyclic and clamped — day 1 and the month’s last day are 1 apart, and a target past a short month clamps to the last day (so “the 31st” matches February). This pair is the backbone of every recurring-charge rule. assign_series mints the series the first time a charge matches and links every future match to it. See Tracking subscriptions for the full series story.

Example 5 — A `not` rule: auto-categorize groceries, but not Whole Foods prepared food

Sometimes the cleanest way to express a rule is “match this except for these cases.” The not combinator wraps a sub-condition and inverts it.

{
  "name": "Grocery stores → Groceries (except prepared food)",
  "conditions": {
    "and": [
      { "field": "provider_merchant_name", "op": "in", "value": ["Whole Foods", "Trader Joe's", "Safeway"] },
      { "not": { "field": "provider_name", "op": "contains", "value": "PREPARED" } }
    ]
  },
  "actions": [
    { "type": "set_category", "category_slug": "food_and_drink_groceries" }
  ],
  "trigger": "on_create",
  "stage": "standard"
}

You can freely nest and, or, and not up to 10 levels deep. For most workflows you’ll keep it under three.

If a transaction gets the wrong category anyway, set it manually from the dashboard. Last-writer-wins applies — your manual edit replaces the rule’s choice. The sync engine only re-runs rules on new or changed transactions, so a deliberate manual edit on an unchanged row stays in place across syncs.

Beyond categorization — what else rules do

Rules aren’t just for set_category. The same condition tree feeds every other action:

set_metadata / remove_metadata — write any household-specific enrichment to a transaction’s free-form metadata blob. Mark anything Whole Foods as tax_deductible: false; tag every charge from your trip account with trip: "japan-2026"; record reimbursable_by: "work". A later rule can read it back via metadata.<key> conditions, and you can query on it from MCP and the API.
assign_counterparty — bind a transaction to the canonical “other side” of the charge, covering merchants and non-merchants (Venmo, people, employers). Same surrogate-first, NULL-fill semantics as assign_series.
flag / unflag — surface a transaction for human attention. The example above is the simplest version; pair unflag with a follow-up condition to auto-retire a flag once it’s resolved.

Applying rules retroactively

Rules only fire at sync time by default. To run a newly created rule against your full history:

# Apply one rule
curl -X POST \
  -H "X-API-Key: bb_your_key" \
  http://localhost:8080/api/v1/rules/rule_abc123/apply

# Apply every active rule
curl -X POST \
  -H "X-API-Key: bb_your_key" \
  http://localhost:8080/api/v1/rules/apply-all

Retroactive apply follows the same pipeline order as live sync and materializes every state-mutating action — set_category, add_tag, remove_tag, set_metadata, remove_metadata, assign_series, assign_counterparty, flag, and unflag. One caveat: add_comment actions are skipped during retroactive apply (they’re designed to narrate a specific sync event).

Where to go next

Single Routine Reviewer — put these rules to work with an agent that clears the remaining needs-review queue on a schedule.
Tracking subscriptions — how assign_series builds your recurring catalog from rules alone.
Rules reference and Rules API — full DSL, every field and operator, plus the JSON shape of every endpoint.

Getting Started

Common Workflows

Advanced

Understanding rules

The doctrine: provider data is immutable; intelligence accrues as rules

The DSL, in one screen

Example 1 — Amazon purchases → Shopping

Example 2 — Uber / Lyft / Waymo → Transportation

Example 3 — Threshold flag: surface anything over $1000

Example 4 — Tag a subscription via the recurrence idiom

Example 5 — A `not` rule: auto-categorize groceries, but not Whole Foods prepared food

Beyond categorization — what else rules do

Applying rules retroactively

Where to go next

​The doctrine: provider data is immutable; intelligence accrues as rules

​The DSL, in one screen

​Example 1 — Amazon purchases → Shopping

​Example 2 — Uber / Lyft / Waymo → Transportation

​Example 3 — Threshold flag: surface anything over $1000

​Example 4 — Tag a subscription via the recurrence idiom

​Example 5 — A not rule: auto-categorize groceries, but not Whole Foods prepared food

​Beyond categorization — what else rules do

​Applying rules retroactively

​Where to go next

The doctrine: provider data is immutable; intelligence accrues as rules

The DSL, in one screen

Example 1 — Amazon purchases → Shopping

Example 2 — Uber / Lyft / Waymo → Transportation

Example 3 — Threshold flag: surface anything over $1000

Example 4 — Tag a subscription via the recurrence idiom

Example 5 — A `not` rule: auto-categorize groceries, but not Whole Foods prepared food

Beyond categorization — what else rules do

Applying rules retroactively

Where to go next