You can control which expense types your company allows employees to submit. By enabling or disabling regular expenses, mileage, and per diem, you can ensure employees only see the options that match your company's expense policy.
Overview
Expense type settings allow admins to decide which manual expense claims employees can create.
This feature helps you:
- Align the Expenses module with your company's reimbursement policy
- Reduce incorrect expense submissions
- Ensure employees only see the expense types available to them
When an expense type is disabled:
- Employees can no longer create that type of expense from the web or mobile app
- The option is also unavailable through One
- Existing submitted expenses remain unchanged
- Automated expenses created through Factorial Cards continue to sync as usual: only manual expense submissions are affected
How to use
- In your sidebar, go to Settings
- Access the Expenses section
- In Expense types, locate the available expense types:
- Regular expenses
- Mileage
- Per diem
- Use the toggle next to each expense type to enable or disable it
- Your changes are applied immediately
If employees can still see an expense type after it was disabled, ask the employee to refresh the page or reopen the mobile app and confirm that the expense type has been disabled successfully. If the issue persists, contact your support team.
If card expenses are still appearing after manual expenses were disabled, this is expected behaviour. Disabling an expense type only prevents manual expense submissions. Expenses generated automatically through Factorial Cards continue to appear.
Tips and best practices
- Review your expense policy before changing these settings
- Disable expense types your company does not reimburse to reduce unnecessary submissions
- If your company manages spending exclusively through Factorial Cards, consider disabling manual expense types while continuing to use automated card expenses
- Inform employees when you update your expense policy so they understand which expense types are available
FAQ
-
What happens to existing expenses if I disable an expense type?
Existing expense records remain available. Disabling an expense type only prevents new manual submissions.
-
Does disabling an expense type affect Factorial Card expenses?
No. Automated expenses from Factorial Cards continue to sync normally.
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Can employees submit disabled expense types from the mobile app?
No. Disabled expense types are hidden across both the web and mobile apps, as well as in One.
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Can I enable an expense type again later?
Yes. You can enable or disable each expense type at any time from the Expense Types settings.