Skip to main content
Top
  • Product Team

How to set up and manage Expense categories

Unlimited Plan Plus Plan Standard Plan

SoldoPlans_All_202407_R_EN.svg

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.

WC_Configure_ExpenseCategories_TransactionExpenseCategory_202503_EN (1).webp

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.
    WC_Configure_ExpenseCategories_PrincipleScreen_202503_EN.webp
  3. Select Add item.
    WC_Configure_ExpenseCategories_AddItemAnnotated_202503_EN.webp
  4. Enter a name for the Expense category.
    WC_Configure_ExpenseCategories_AddItemAnnotated_202503_EN (1).webp
  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
    WC_Configure_ExpenseCategories_VATdropdown_202503_EN.webp
  7. Select Next.
  8. Optional: Choose a Merchant category to be automatically applied to this Expense category.
    WC_Configure_ExpenseCategories_MerchantCategorydropdown_202503_EN.webp
  9. Select the type of expense:
  • Travel and Entertainment (T&E) expense
  • Company expense
    WC_Configure_ExpenseCategories_ExpenseType_202503_EN.webp
     
  1. Select Next.
  2. Review the details, then select Confirm.
    WC_Configure_ExpenseCategories_ReviewConfirmAnnotated_202503_EN.webp

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.
    WC_Configure_ExpenseCategories_EnableDisableAnnotated_202503_EN.webp

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.

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.

WC_TransactionSettings_ExpenseCategories_DetailsPanel_202602_Surface_EN.png

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

Who: Super admin, Admin, Accountant
  1. From the navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
    WC_TransactionSettings_Main_ExpenseCatAnnotated_202512_Surface_EN.png
  3. Select Create expense category.
    WC_TransactionSettings_ExpenseCategories_Main__CreateAnnotated_202512_Surface_EN.png
  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.
    WC_TransactionSettings_ExpenseCategories_MerchantList_202512_Surface_EN.png
  9. Select the type of expense:
  • Travel and Entertainment (T&E) expense
  • Company expense
    WC_TransactionSettings_ExpenseCategories_Type_202512_Surface_EN (1).png
  1. Select Next.
  2. Review the details, then select Confirm.
    WC_TransactionSettings_ExpenseCategories_Confirm202512_Surface_EN.png

How to enable or disable an Expense category

Who: Super admin, Admin, Accountant

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 navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
  3. Select the toggle next to each Expense category you want to enable or disable.
    WC_TransactionSettings_ExpenseCategories_Main__DisableAnnotated_202512_Surface_EN.png

How to edit an Expense category

Who: Super admin, Admin, Accountant

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 navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
  3. Select the Edit icon next to the Expense category you want to change.
    WC_TransactionSettings_ExpenseCategories_Main__EditAnnotated_202512_Surface_EN.png
  4. Make your required changes to the details and rules section.
  5. Select Confirm on the final step to save your changes

How to delete an Expense category

Who: Super admin, Admin, Accountant
  1. From the navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
  3. Select the Delete icon next to the Expense category you want to remove.
    WC_TransactionSettings_ExpenseCategories_Main__DeleteAnnotated_202512_Surface_EN.png
  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

Who: Super admin, Admin, Accountant

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 navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
  3. Select Manage visibility.
    WC_TransactionSettings_ExpenseCategories_Visibility__ManageAnnotated_202512_Surface_EN.png
  4. Select Edit.
    WC_TransactionSettings_ExpenseCategories_Visibility__EditAnnotated_202512_Surface_EN.png
  5. Use the Roles dropdown to select or deselect roles that should have access.
  6. Select Confirm to save.

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 navigation menu, select Configure > Transaction settings.
  2. Select View next to the Expense categories option.
  3. Select Manage visibility.
    WC_TransactionSettings_ExpenseCategories_Visibility__ManageAnnotated_202512_Surface_EN.png
  4. Select Edit.
    WC_TransactionSettings_ExpenseCategories_Visibility__EditAnnotated_202512_Surface_EN.png
  5. Use the Roles dropdown to deselect the role.
  6. Select Include users.
    WC_TransactionSettings_ExpenseCategories_Visibility__IncludeAnnotated_202512_Surface_EN.png
  7. Use the Users dropdown to select any users who should have visibility of the Expense category.
  8. Select Confirm to save.

Availability

Who: Super admin, Admin, Accountant (Configure and manage expense categories)
Pricing plan(s): Standard, Plus, Unlimited
0 people voted. Sum of votes: 0
Have more questions? Submit a request
Soldo® 2026 All rights reserved
The website in all languages and for all markets is provided by Soldo Software Ltd., a company incorporated in the UK with company number 09233754 and VAT: GB204213566, whose registered office is 119 Marylebone Road, London, NW15PU, United Kingdom. All communications related to the website shall be sent to the registered office.

The software services provided to customers resident in or with registered office in an EEA country or in the UK are provided by Soldo Software Ltd a company incorporated in the UK with company number 09233754 and VAT: GB204213566, whose registered office is 119 Marylebone Road, London, NW15PU, United Kingdom. Soldo Software Ltd (data protection number: ZA 092035) complies with all applicable data protection and privacy legislation in force from time to time in the UK and the EU including the General Data Protection Regulation ((EU) 2016/679) and the Data Protection Act 2018. All the communications related to the software and related services shall be sent to the registered office. Soldo Software Ltd., 119 Marylebone Road, London, NW15PU, United Kingdom.

The software services provided to customers resident in or with registered office in Italy are provided by Soldo Italia S.r.l. , a company incorporated in Italy with company number 11864540965 at the Registry of companies of Milano, Monza, Brianza, Lodi, VAT: IT11864540965, and registered office at Via degli Olivetani 10/12, 20123 Milano (Italy). Soldo Italia Srl complies with all applicable data protection and privacy legislation in force from time to time in Italy including the General Data Protection Regulation ((EU) 2016/679). All communications related to the software and related services shall be sent to the registered office Soldo Italia Srl, Via degli Olivetani 10/12, 20123 Milano (Italy).

The financial services provided to customers resident in or with registered office in an EEA country are provided by Soldo Financial Services Ireland DAC, a company incorporated in Ireland with company number 610705, and registered office at 33 Sir John Rogerson’s Quay, Dublin 2, Ireland.  Soldo Financial Services Ireland DAC is regulated by the Central Bank of Ireland. Mastercard is a registered trademark, and the circles design is a trademark of Mastercard International Incorporated. The card is issued by Soldo Financial Services Ireland DAC pursuant to a licence issued by Mastercard International Inc. Soldo Financial Services Ireland DAC complies with all applicable data protection and privacy legislation in force from time to time in Ireland, including the EU General Data Protection Regulation (EU 2016/679) and the Data Protection Acts 1988 - 2018. All communications related to financial services provided by Soldo Financial Services Ireland DAC shall be sent to Soldo Financial Services Ireland DAC, 33 Sir John Rogerson’s Quay, Dublin 2, Ireland.

The financial services provided to customers resident in or with registered office in the UK are provided by Soldo Financial Services Ltd., a company incorporated in the UK with company number 09495650, whose registered office is 119 Marylebone Road, London, NW15PU, United Kingdom, authorised as an Electronic Money Institution by the Financial Conduct Authority (firm registration number 900459). Mastercard is a registered trademark, and the circles design is a trademark of Mastercard International Incorporated. The card is issued by Soldo Financial Services Ltd pursuant to a licence issued by Mastercard International Inc. Soldo Financial Services Ltd. (data protection number: ZA147304) complies with all applicable data protection and privacy legislation in force from time to time in the UK and the EU including the General Data Protection Regulation ((EU) 2016/679) and the Data Protection Act 2018. All communications related to financial services provided by Soldo Financial Services Ltd shall be sent to Soldo Financial Services Ltd., 119 Marylebone Road, London, NW15PU, United Kingdom.