Bulk editing allows you to update multiple bookkeeping transactions at once, saving you time when organising your business expenses and income.
What is bulk editing?
Instead of opening each line item individually, bulk editing lets you apply updates to up to 25 transactions at once.
Supported fields:
- Category
- VAT rate
- Cost centre
Note: Fields like Name, Amount, and Attachments cannot be bulk edited. These must still be updated on individual transactions.
How to use bulk edit
- Go to Bookkeeping and scroll to the Activity view.
- Select transactions by checking the tick boxes on the left side.
- An action bar will appear at the bottom displaying "Update [X] selected".
- Click Update [X] selected to open the details pop-up window.
- Select a new category, cost centre, or VAT rate. You can change all three fields or just one or two.
- Click Apply to [X] selected to confirm your changes (or Cancel to discard).
Your selected transactions will remain checked after editing so you can easily review what was updated.
Managing transaction statuses in bulk
You can use Bulk Edit across the All, Pending, and Needs Review tabs. You can also move multiple transactions between statuses using the action bar buttons at the bottom of the screen:
- Pending tab:
- Update details with Update [X] selected.
- Move transactions forward using Submit [X] selected.
- Needs Review tab:
- Update details with Update [X] selected.
- Move transactions forward using Submit [X] selected.
- Move transactions back to Pending using Reopen [X] selected.
- Ready tab:
- Transactions in Ready status are locked and cannot be edited.
- To edit these transactions, select them and click Reopen [X] selected to move them back to a previous status first.
Exceptions and restrictions
- Mixing income and expenses: Expenses and income don't share category groups, so you cannot bulk edit categories for a mixed selection. You can, however, still update their cost centre and VAT rate together.
- Split / multi-item transactions: Bulk updating a transaction with multiple line items will overwrite all items with the single new detail selected. You will see a warning notification before confirming.
- Refunds: Bulk editing is not available for refund transactions.
Good to know (technical details)
- Partial updates: If some selected transactions fail (e.g., 5 out of 25), the remaining valid transactions will still update successfully. You'll get an alert showing which items failed and why.
- Automatic VAT recalculation: Changing a VAT rate automatically recalculates the net amount from the gross amount.
- Resetting categories: Clearing a category resets the transaction to your account’s default Uncategorised state.
- Cost centres: Bulk edits to cost centres will only apply if the feature is enabled for your account.