Common Rule Examples
Here are real-world examples of rules you can create in Mod AI. Each example includes the goal, the conditions and actions you would configure, and the natural language equivalent if you prefer that approach.
Example 1: Auto-Code by Vendor
Goal: All invoices from Staples should be coded to GL account 5200 (Office Supplies).
| Scope | Vendor-specific: Staples |
| Condition | Vendor equals "Staples" |
| Action | Apply GL account 5200 (Office Supplies) |
Natural language: "Code all Staples invoices to account 5200 Office Supplies"
This is the most common type of rule. If a vendor always provides the same type of goods or services, you can code their invoices automatically and skip the manual step.
Example 2: Route High-Value Invoices for Review
Goal: Flag any invoice over $10,000 for manual review before it proceeds.
| Scope | Global |
| Condition | Total amount greater than $10,000 |
| Action | Flag for review |
Natural language: "Flag all invoices over $10,000 for review"
Use this when your organization requires extra scrutiny on large payments. The flag ensures someone reviews the invoice before it moves to approval.
Example 3: Department-Based Coding
Goal: Invoices with "marketing" in the line item description should be coded to the Marketing department.
| Scope | Global |
| Condition | Line item description contains "marketing" |
| Action | Set Department dimension to "Marketing" |
This is useful when expense categorization depends on the content of the invoice rather than the vendor. You can create similar rules for other departments like IT, HR, or Operations.
Example 4: Skip PO Matching for Recurring Services
Goal: Monthly service invoices from your IT provider do not have POs. Skip the PO matching check so they are not flagged with a Missing Purchase Order notice.
| Scope | Vendor-specific: Acme IT Services |
| Condition | Vendor equals "Acme IT Services" |
| Action | Skip PO matching validation |
Natural language: "Skip PO matching for all Acme IT Services invoices"
This prevents unnecessary notices on invoices that you know will never have a PO, like monthly retainers, SaaS subscriptions, or utility bills.
Example 5: Auto-Code Shipping Invoices
Goal: Code all FedEx and UPS invoices to GL account 5300 (Shipping).
Since a rule can only have one vendor scope, create two separate rules:
Rule 1: FedEx
| Scope | Vendor-specific: FedEx |
| Condition | Vendor equals "FedEx" |
| Action | Apply GL account 5300 (Shipping) |
Rule 2: UPS
| Scope | Vendor-specific: UPS |
| Condition | Vendor equals "UPS" |
| Action | Apply GL account 5300 (Shipping) |
Natural language: Create two rules -- "Code all FedEx invoices to account 5300 Shipping" and "Code all UPS invoices to account 5300 Shipping."
Review these examples and adapt them to your specific vendors and GL structure. Start with the vendors you process most frequently -- that is where rules save the most time.
Learn More
- Creating a Rule -- Step-by-step instructions for building rules.
- Rule Conditions & Actions -- Full reference for all condition types and action types.