How to set up and manage Expense categories

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Expense categories make it easier for employees to classify their purchases, apply the right VAT rates automatically, and ensure consistency across transactions. You can also link categories to specific merchant categories for purchases made with Soldo cards.

Note: You can only set up and manage Expense categories if you're not using an accounting integration. If you are, you'll need to manage Expense categories from your connected integration.

How to create an Expense category

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
   
3. Select Add item.
   
4. Enter a name for the Expense category.
   
5. Optional: Add a code and description to help with identification.
6. Optional: Select a VAT rate to be automatically applied for this Expense category. For more information on setting up VAT rates, refer to this article: How to set up and manage VAT rates
   
7. Select Next.
8. Optional: Choose a Merchant category to be automatically applied to this Expense category.
   
9. Select the type of expense:

• Travel and Entertainment (T&E) expense
• Company expense
  
  

10. Select Next.
11. Review the details, then select Confirm.
    

How to enable or disable an Expense category

Each Expense category has a toggle to enable or disable it. When disabled, it won't be available for selection during transaction enrichment.

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
3. Select the toggle next to each Expense category you want to enable or disable.
   

How to edit an Expense category

If you want to make changes to an Expense category, for example, edit the name, description, VAT rate, or modify the rules, you can do this at any time. Here's how:

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
3. Select Edit next to the Expense category you want to change.
4. Select Edit next to the General info or Rules sections and make your changes.
5. Select Save.

How to delete an Expense category

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
3. Select the Delete icon next to the Expense category you want to remove.
4. Select Yes, delete to confirm.

Note: After deleting the Expense category, you'll no longer be able to select it when enriching transactions.

How to control Expense category visibility

You can control which roles and users can see specific Expense categories. This is useful if you want to limit visibility to certain teams or individuals.

Control Expense category visibility for specific roles

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
3. Select Configure visibility.
4. Select Edit.
5. Use the Roles dropdown to select or deselect roles that should have access.
6. Select Confirm.

Control Expense category visibility for specific individuals

You may want to control visibility by role but still allow visibility for certain users. Here's how you can do it:

1. From the left-side menu, select Configure > Accounting classification.
2. Select View entity next to Expense category.
3. Select Configure visibility.
4. Select Edit.
5. Use the Roles dropdown to deselect the role.
6. Select Include users.
7. Use the Users dropdown to select any users who should have visibility of the Expense category.
8. Select Confirm.