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Getting Started

How to Use TraceEntry: Complete Getting Started Guide

· 5 min read

TraceEntry transforms hours of manual transaction categorization into minutes. This guide walks you through the complete process from upload to export.

Overview

TraceEntry uses AI to automatically categorize your bank transactions by analyzing vendor names and descriptions. Instead of categorizing each transaction individually, our system groups transactions by unique vendor—resulting in faster processing and consistent categorization.

Here's what you'll accomplish:

  1. Upload your bank export file (CSV or Excel)
  2. Map your file's columns to TraceEntry fields
  3. Select your industry for optimized categories
  4. Review and adjust AI-suggested categories
  5. Export your categorized transactions

Step 1: Upload Your File

Start by exporting transactions from your bank's online portal. Most banks offer CSV or Excel download options in the transaction history section.

Supported File Formats

  • CSV — Comma-separated values (most common)
  • XLSX — Excel workbook format
  • XLS — Legacy Excel format

File Requirements

  • Maximum file size: 10 MB
  • At least 3 columns: Date, Description, and Amount
  • No password-protected files

Navigate to the Upload page and drag your file onto the upload area, or click to browse your computer.

Step 2: Map Your Columns

After upload, TraceEntry displays your file's first few rows. You'll need to identify which columns contain which data.

Required Mappings

  • Date — Transaction date
  • Description — Vendor name or memo (the AI reads this)
  • Amount — Transaction amount

Optional Mappings

  • Check Number — For check transactions
  • Reference — Bank reference number
Tip: If your bank uses separate columns for debits and credits, TraceEntry can handle that—just map both columns during this step.

Step 3: Select Your Industry

TraceEntry includes industry-specific category templates optimized for different business types. Selecting the right industry improves categorization accuracy.

We support 22 industries including:

  • Professional Services
  • Retail & E-commerce
  • Healthcare
  • Construction
  • Restaurant & Food Service
  • Real Estate
  • And many more...

If your business doesn't fit a specific industry, select "General Business" for standard expense categories.

Step 4: AI Processing

Once you confirm your settings, TraceEntry begins AI categorization. Processing time depends on the number of unique vendors:

  • Under 100 vendors: 30-60 seconds
  • 100-500 vendors: 1-3 minutes
  • 500+ vendors: 3-5 minutes

A progress indicator shows the current status. You can leave the page—processing continues in the background.

Step 5: Review & Adjust

After processing, you'll see all transactions with their suggested categories. The review table lets you:

  • Sort and filter — Find specific transactions quickly
  • Edit categories — Click any category to change it
  • Bulk actions — Select multiple transactions for batch updates
  • Flag for review — Mark transactions you want to revisit

Confidence Scores

Each categorization includes a confidence score. Pay special attention to transactions marked with lower confidence—these may need manual review.

Pro tip: When you correct a category, TraceEntry learns. Future transactions from that vendor will use your override.

Step 6: Export Your File

When you're satisfied with the categorizations, click Export. You'll get a clean file with your original data plus the new Category column.

Export Options

  • CSV — Universal format, works with any software
  • Excel — Preserves formatting if you need it

Custom Accounts

If you have a custom Chart of Accounts configured in your settings, you can choose to include account mappings in your export. This adds an Account column alongside the Category column.

Understanding Credits

TraceEntry uses a credit-based system. Each transaction processed consumes one credit. New accounts receive 100 free credits to get started.

  • Free tier: 100 credits
  • Credits never expire
  • Purchase more credits anytime from the Pricing page

Privacy & Data Handling

Your transaction data is processed securely and deleted automatically after export or after 4 hours—whichever comes first. TraceEntry never stores your transaction data permanently. Learn more in our Privacy Policy.

Next Steps

Ready to get started? Here's what to do next:

  1. Create your free account (100 credits included)
  2. Export transactions from your bank
  3. Upload and categorize

Questions? Contact us and we'll be happy to help.