Categorizing Transactions
How to organize and categorize your prop firm transactions
PropFlow automatically categorizes many transactions, but you may need to review and adjust some manually.
How Auto-Categorization Works
When transactions are imported, PropFlow:
- Scans the transaction description for keywords associated with prop firms
- Matches against our database of known firm keywords
- Assigns the prop firm automatically based on matches
Transaction Statuses
| Status | Meaning |
|---|---|
| Auto-categorized | Automatically identified by keyword matching |
| Needs Review | Positive amount from a third-party payment processor (Wise, Rise, Coinbase, Payoneer, Deel, Plane, Gusto) that needs manual firm assignment |
| Uncategorized | Negative amount (expense) with no matching keywords |
| Manually Assigned | You manually assigned the firm |
| Split | Transaction split across multiple firms |
Only transactions with status "Auto-categorized" or "Manually Assigned" appear in your dashboard analytics. Review and categorize "Needs Review" items to include them in your metrics.
Reviewing Transactions
- Navigate to the Transactions page from the sidebar
- Use the Type dropdown to filter by status (All, Expenses, Payouts, Needs Review, Split, Excluded)
- Click on a transaction row to view details
- Click the Edit button to change the assigned firm
- Select the appropriate prop firm from the dropdown and save
The Transactions page automatically filters to "Needs Review" if you have items requiring attention. A badge appears on the Transactions link in the sidebar showing the count.
Transaction Categories
Payouts
Income from prop firms:
- Challenge payouts
- Profit splits
- Bonus payments
Expenses
Costs related to prop trading:
- Challenge fees
- Monthly fees
- Platform subscriptions
Tips for Efficient Categorization
If you notice a firm is missing or transactions aren't being auto-categorized correctly, use the Request Prop Firm Addition feature in Manage Prop Firms to let us know.
- Review "Needs Review" items regularly to keep your analytics accurate
- Use the search bar to find transactions by merchant name or description
- Transactions from payment processors (Wise, Rise, Coinbase, etc.) need manual assignment since the prop firm name isn't visible in the transaction
Excluding Transactions
If a transaction isn't related to prop trading:
- Select the transaction
- Click Exclude
- Optionally add a reason
Excluded transactions won't appear in analytics or reports.