How to set up and manage expense categories

Expense categories help employees classify their purchases correctly and consistently. Each category can apply a default VAT rate and even link to a merchant category, so spending is easier to analyse and reconcile.

You can manage all expense categories from the web app, unless you’re using an accounting integration, in which case, categories must be managed within your connected system.

Create a new expense category

1. Go to Configure > Transaction settings > Transaction fields.
2. Select View next to Expense categories.
   
3. Select Create expense category.
   
4. Enter a name for the category.
5. Optional: Add a code and description to help with reporting.
6. Optional: Choose a default VAT rate to be applied when this category is selected.
7. Select Next.
   
8. Optional: Select a merchant category to link this expense category to.
   
9. Select the type of expense:
   • Travel and Entertainment (T&E)
   • Company expense
10. Select Next and review your settings.
    
11. Select Confirm to save the new category.

Edit or delete an expense category

Edit a category

1. Go to Configure > Transaction settings > Transaction fields > Expense categories.
2. Select Edit next to the category you want to update.
   
3. Edit the General info or Rules sections as needed.
4. Select Save.

Delete a category

1. From the Expense categories screen, select the Delete icon next to the category.
   
2. Select Yes, delete to confirm.

Enable or disable a category

You can toggle any category on or off. Disabled categories won’t appear during transaction enrichment.

1. Go to Configure > Transaction settings > Transaction fields > Expense categories.
2. Use the toggle next to each category to enable or disable it.
   

Control who can see each expense category

By role

1. Select Configure visibility from the Expense categories screen.
   
2. Select Edit.
   
3. Use the dropdown to select or deselect roles that should have access.
   
4. Select Confirm.

By individual user

1. In the same visibility settings screen, deselect a role if needed.
2. Select Include users.
   
3. Choose individual users who should have access.
4. Select Confirm.