Categories ensure that expenses are organized consistently and aligned with your company’s accounting setup. This improves accuracy in reporting, streamlines approvals, and reduces errors in reimbursement processes.

Access the expense categories

1. In your sidebar, go to Settings → Accounting
2. In the Accounting section, click the Categories box
3. A list of all default expense categories will appear

Enable or disable categories

Each category can be toggled on or off depending on whether you want employees to use it when reporting expenses:

• Use the switch on the right side of each category to enable or disable it.
• Disabled categories will not be available when employees create an expense.

Edit an existing category

To rename a category or update its ledger account:

1. Click the three-dot icon on the right side of the category
2. Select Edit category
3. Update the category name or adjust the ledger account assignment
4. Save your changes

Add a subcategory

You can also create subcategories under a parent category:

1. Click the three-dot icon of the parent category
2. Select Add subcategory
3. In the modal window, enter:
   • Subcategory name
   • Parent category (preselected if you started from a category)
   • Legal entity and corresponding ledger account

Tips and Best Practices

• Use clear and descriptive category names (e.g. Travel – Flights, Meals – Clients).
• Keep categories broad, but add subcategories for high-volume expense types.
• Periodically review categories to ensure they match your accounting needs.
• Disable categories that are outdated or no longer relevant.

FAQ

1. Can I delete a category?
   Default categories cannot be deleted, but can be disabled. Custom categories and subcategories can be removed.
    
2. Can the same category be linked to multiple legal entities?
   Yes, but you must assign the corresponding ledger account for each legal entity.
    
3. Can I edit a category after employees have already used it?
   Yes, updates apply to future expenses. Past expenses remain classified with the old configuration.