Connecting your bank and reviewing transactions

Codex is the money side of your portal, at Codex in the admin nav. It answers the question your invoices alone can't: what did the work actually cost? To do that, it reads your real bank activity.

Everything bank-related lives under the Bank section, which opens at /admin/codex/bank. Its sub-tabs are All transactions, To review, Sort everything, Banks connected, Rules, and Categories. This page covers connecting banks, the transactions grid, and the review inbox. Rules and categories have their own page.

Connecting a bank

Connect from Banks connected at /admin/codex/bank/accounts. The connection runs through Plaid or Stripe Financial Connections: either way you pick your bank and sign in on a screen the bank connection provider serves. The portal never sees your bank password.

• You can connect up to two banks, with as many accounts or cards from each as you want. A checking account and a credit card at the same bank count as one bank.
• New transactions pull in automatically several times a day. Providers typically make about 90 days of history available on first connect.

Managing connected banks

The Banks connected tab at /admin/codex/bank/accounts lists each bank with its accounts underneath, and every account shows when it last synced.

• Add or remove cards changes which accounts a bank login shares with the portal, without reconnecting from scratch.
• If an account runs into a sync problem, the row is flagged needs a reconnect with a Reconnect button right there.
• Disconnect stops syncing that account but keeps its history. Every transaction already imported stays, so job costs and past reports don't change. Reconnecting later picks up where it left off.
• At the two-bank limit you can still add accounts or cards at the banks you have. Disconnect a bank to switch to a different one.

How sorting works

Every charge lands as unreviewed. Nothing counts toward job costs, the P&L, or tax numbers until it's sorted. Charges get sorted into:

• A job: attached to a specific project, so it shows up in that job's profit.
• Business expense: a cost that isn't tied to one job (insurance, software, fuel), with a category.
• Personal: excluded from business reports entirely.

Deposits get the same treatment on the income side: mark them Income (they count toward collected money) or Transfer (they don't).

The Transactions grid

All transactions at /admin/codex/bank is your whole feed in one grid, newest first: every charge and deposit, sorted or not.

• Set a category on any row with its dropdown: pick a job, a business expense category, Personal, or send it back to Needs review. The change saves right away and the row stays put.
• Filter by date range, charges or deposits, and bucket (needs review, on a job, any business category, personal, income, transfer). With two banks connected you can also filter by account, and each row shows which bank it came from. The search box checks your whole history when you press Enter.
• After you sort a charge as a business expense or personal, an Always sort like this button appears under it. One click turns that vendor into a rule so future charges sort themselves (see Auto-sort rules).
• Auto-sort with AI opens the Sort Wizard (the Sort everything sub-tab), which reads everything unsorted at once and lets you approve in batches.
• The Auto-file under $ box in the toolbar is your amount gate: charges at or over it are never filed automatically, no matter how confident the AI is.

The grid shows the newest 500 matching rows. Narrow the dates or search to reach older ones.

The To review inbox

To review at /admin/codex/bank/review holds everything unsorted, charges first, then deposits. Codex pre-fills its best guess for each row, with a confidence score.

• Confident guesses get a Confirm button, and a Confirm matches button at the top accepts all of them at once. Anything above your amount gate always waits for you.
• When a charge could belong to more than one job, Codex asks Which job? and shows the candidates instead of picking one.
• Change (or no guess at all) drops to manual controls: assign to a job, pick a business expense category, or mark it Personal.
• Deposits show Income and Transfer buttons with the AI's pick highlighted.
• It learns from your corrections. Change its suggestion and the next similar charge follows your lead.

When more than 25 items pile up, the inbox points you to the Sort Wizard instead, and there's always a link to sort visually on the Board.

Tuning it under Settings, then Codex

The knobs live in one place: the morning briefing on/off, automatic suggestions on/off, the confidence level required before one-click filing, the amount gate, your estimated tax rate, the thin-margin warning line, the double-charge detection window, the default cost category when a charge lands on a job, and whether saved vendor rules apply automatically.

What to check every morning

The Codex Overview opens with your money at a glance: collected, spent, and net for the range you pick, a short morning briefing written by the AI (if enabled), anything waiting in To review, and alerts like possible double charges.