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Topkey uses AI to automatically assign a GL code to each transaction, saving you time and reducing manual data entry. The AI learns from your past coding decisions and improves its suggestions over time as you accept or correct them.

How GL Code Assignment Works

When a transaction is recorded, Topkey analyzes several signals to predict the most appropriate GL code from your connected chart of accounts (QuickBooks, NetSuite, or a custom chart):

Merchant name and location — who the transaction was with
Transaction description and amount — what was purchased and how much was spent
Your coding history — how you or your team have categorized similar transactions from the same merchant in the past
Card usage patterns — whether a card is dedicated to a specific purpose, such as maintenance or supplies
Receipt details — when a receipt is attached, its contents inform the suggestion

Topkey also calculates a confidence score for each prediction. Higher-confidence suggestions reflect strong alignment across multiple signals; lower-confidence suggestions indicate the AI was less certain and you may want to review them more carefully.

GL code suggestions are generated automatically after a transaction is imported. You do not need to trigger this process manually unless you want to refresh a suggestion.

Master GL Codes

Topkey maintains an internal set of standardized GL codes — called master GL codes — that map across different accounting systems. When you connect QuickBooks, NetSuite, or another integration, Topkey maps your chart of accounts to this internal taxonomy.

This means that if you switch accounting integrations or update your chart of accounts, Topkey can still make consistent predictions because it reasons from the master taxonomy first, then translates the result into the correct code for your active integration.

Accepting a Suggestion

When Topkey assigns a GL code automatically, the suggestion appears on the transaction detail view. You can:

Accept the suggestion — confirm the predicted GL code with one click. Topkey records this as a positive signal and uses it to improve future predictions for similar transactions.
Override the suggestion — select a different GL code from your chart of accounts. Topkey applies your chosen code and uses the correction to train the model going forward.

Consistently accepting or correcting suggestions is the fastest way to improve prediction accuracy for your account. The more you code, the better the AI becomes at matching your preferences.

Providing Feedback After Overriding

When you select a different GL code than the one Topkey suggested, a feedback modal appears. You can type a brief explanation of why the suggested code was incorrect — for example, "Landscaping costs at this vendor should always go to Grounds Maintenance, not General Repairs."

This free-text feedback is used directly to update the AI's understanding of your specific coding rules, so future transactions from the same merchant are more likely to receive the correct suggestion without any manual intervention.

Even a short explanation in the feedback modal makes a meaningful difference. Phrases like "this vendor is always X" or "this property uses Y for pool maintenance" give the AI clear, actionable guidance.

Regenerating a Suggestion

If a suggestion looks wrong — for example, after you update your chart of accounts or add new GL codes — you can request a fresh prediction from the transaction detail view.

To regenerate a GL code suggestion:

Open the transaction detail view.
Locate the GL code section.
Select the option to regenerate the suggestion.

Topkey clears the existing suggestion and reruns the AI prediction using your current chart of accounts and the latest coding history.

Regenerating a suggestion replaces the current prediction. If you have already accepted a code and want to change it, use the override option instead of regenerating.

AI-Suggested Bill Matches

In addition to GL code assignment, Topkey also uses AI to identify which open bill a card transaction likely paid. When a match is found, Topkey proposes the link on the transaction detail view so you can confirm it with a single click.

Accept the suggested match — Topkey links the transaction to the bill and marks it accordingly.
Reject the suggested match — Topkey dismisses the suggestion. You can manually link a different bill if needed.

Bill match suggestions are based on vendor name, amount, and timing. If a transaction is slightly different from the original bill amount — for example, due to a tip or partial payment — Topkey will still surface the suggestion for your review.

AI-Suggested Descriptions for Split Transactions

When a transaction has been split into multiple lines, Topkey can suggest a description for each individual split line based on the overall transaction context and vendor history.

You can accept or reject each suggested description independently. Accepting a description confirms that it accurately represents that portion of the transaction; rejecting it lets you enter your own.

This helps ensure that each split line is clearly labeled when the transaction syncs to your accounting system.

Frequently Asked Questions

Why did Topkey suggest this particular GL code?

Topkey's suggestion is based on a combination of merchant name, transaction amount, card usage patterns, receipt details, and how your team has coded similar transactions in the past. The confidence score shown with the suggestion reflects how strongly these signals aligned. If you are curious about a specific suggestion, overriding it and entering a brief explanation in the feedback modal helps the AI learn your preference.

How do I change the default GL code for a specific merchant?

The fastest way is to override the suggestion the next time a transaction from that merchant appears, and explain the correct code in the feedback modal. Topkey will apply that preference to future transactions from the same merchant. There is no separate "merchant rules" configuration — the AI learns directly from your corrections.

What happens if no matching GL code is found?

If Topkey cannot find a GL code from your chart of accounts that matches the transaction with sufficient confidence, it will leave the GL code unassigned rather than guess incorrectly. You can assign a code manually from the transaction detail view, and that coding decision will be used to inform future suggestions.

Questions about GL code assignment? Contact Support