The Transaction fields section lets you control the data your users can view, select, or enter when enriching transactions. This helps improve data quality, reduce manual errors, and tailor reporting to your business needs.
You can set up:
- Expense categories – For classifying company spending
- VAT rates – To automate VAT calculations
- Lists – Custom tags for projects, clients, departments, and more
- Invoice fields – For capturing invoice-related data
These fields appear in the transaction view and are available across the web and mobile apps. You can also control visibility for different roles or individual users.
Expense categories
Expense categories help employees classify transactions accurately. You can link categories to VAT rates and merchant types for more consistent data capture.
To create or manage expense categories:
- Go to Configure > Transaction fields
- Select View next to Expense categories
You'll be able to:
- Add a name, code, and description
- Link a VAT rate and merchant category
- Set the expense type (e.g. T&E or company)
- Control who can see each category by role or user
- Enable or disable categories as needed
VAT rates
VAT rates let you standardise tax across enriched transactions. When selected, the VAT amount is calculated automatically.
To manage VAT rates:
- Go to Configure > Transaction fields
- Select View next to VAT rates
You'll be able to:
- Create VAT rates with name, percentage, code, and description
- Enable or disable individual rates
- Set visibility by role or user
When enriching transactions, users will only see VAT rates that are enabled and visible to them.
Using OCR? If your account includes automatic receipt scanning, VAT rates will be applied automatically when a match is found.
Lists
Lists allow users to tag transactions with custom fields that match your internal reporting needs like projects, departments, or cost centres.
To manage lists:
- Go to Configure > Transaction fields
- Select View next to Lists
You can:
- Create new lists manually or import via CSV
- Add custom codes, descriptions, and visibility settings
- Allow single or multiple selections per list
- Edit, delete, or deactivate lists or items
List item codes are especially useful when syncing data with external systems or accounting platforms. These codes can also be shown in reports and used in searches.
Invoice fields
Invoice fields help you capture invoice-related details directly in your transaction data. These include:
- Invoice number
- Invoice date
- PO number
- Supplier VAT number
To enable Invoice fields:
- Go to Configure > Transaction fields
- Select View next to Invoice fields
- Toggle the feature on
Once activated, the invoice panel will appear during transaction enrichment. Users can manually enter details, or if your plan includes OCR, the fields will be filled in automatically.
You can set visibility and editing permissions for custom roles via the Permissions section under Transaction details.
Invoice fields are also available in reports, you can choose to include them in standard or custom templates.