Sign-off rules sign reconciliations off automatically when a condition holds, without a supporting source or a variance threshold. If the condition stops holding, Numeric reverses the sign-off. The first rule available is $0 balance.

How the $0 Balance Rule Works

When the $0 balance rule is on for an account, Numeric signs off the reconciliation when both of these are true:

- The GL balance is $0.00

- No reconciling balance is linked (or the linked balance is $0.00)

The rule signs off the preparer and every reviewer step in one pass. The Preparer and Reviewer columns show "Auto submitted" with the date.

If either balance moves away from $0.00, for example because a journal entry posts or a non-zero source is linked, Numeric reverses the sign-off and the reconciliation returns to its assignees. If the account later returns to $0.00 with nothing linked, the rule signs it off again on the next report refresh.

The rule does not apply to:

- Accounts that are out of scope for the period

- Accounts whose GL balance Numeric could not retrieve. A missing balance is never treated as $0.00.

Turning the Rule On for the Report or an Entity

1. Open the Reconciliation report.

2. Click the three-dot menu in the top right and select Sign-off rules.

3. Use the $0 balance toggle on the All entities row to set the rule for the whole report, or on an individual entity row to set it for that entity only. Workspaces with a single entity see a Report-wide row instead.

4. Review the summary below the toggles. Numeric shows how many accounts are at $0.00 now and will sign off on the next report refresh.

5. Click Save.

Changes apply from the period shown in the dialog onwards. Earlier periods are not affected.

To review past changes, click Audit trail in the Sign-off Rules dialog. Every change is recorded with who made it and when.

Turning the Rule On or Off for an Account

1. Click the account to open the sidebar.

2. In the Details section, click Automations.

3. In the Sign-off Rules card, use the $0 balance toggle.

The label next to the rule shows where the account's current setting comes from:

- Set for this account: the account has its own setting

- Entity default on / off: the account follows its entity's setting

- Report default on / off: the account follows the report-wide setting

You can change an account's setting only in the most recent period. In earlier periods the toggle is read-only.

To change several accounts at once, select them in the Reconciliation report, click Automations in the bulk editor, and use the Sign-off Rules toggle. The label shows how many of the selected accounts have the rule on, for example "On for 3 of 8". Flipping the toggle applies the same setting to every selected account.

Which Setting Wins

When settings conflict, the most specific one applies:

1. Account setting

2. Entity setting

3. Report-wide setting

For example, if the rule is on for All entities but you turn it off for a single clearing account, that account will not be signed off by the rule.

Seeing What the Rule Signed Off

- In the report: Accounts signed off by the rule show a ✧ marker. Hover over it to see "Signed off by the $0 balance rule."

- In the activity log: Each automatic action is recorded, for example "Reconciliation automatically submitted and approved: $0 balance rule" or "Reconciliation automatically reset: $0 balance rule no longer holds."

Sign-off Rules vs. AutoRec

- AutoRec compares the GL balance to a linked reconciliation source and submits when the variance is within your threshold. It needs supporting documentation and a threshold.

- The $0 balance rule needs no source and no threshold. It applies only while both balances are $0.00.

You can use both in the same report. Use the $0 balance rule for accounts that should stay at zero, and AutoRec for accounts reconciled against a source.

Use Cases

The $0 balance rule is ideal for accounts that should always remain at zero, such as:

- Clearing accounts

- Suspense accounts

- Intercompany true-ups

- Pass-through or offset accounts

- Any account where a non-zero balance signals an exception