Add your categories

Edit existing categories or add your own to match any nominal codes that you use.

Written by Jack
Updated over a week ago

Your account will already be populated with some default categories. You can add new categories to your account from the Admin section. Categories can be added individually or you have the option to import your categories

There is a lot of customisation around your categories that you may wish to explore. 

1. From Admin, click Categories.

2. Click the New Category button.

Please note: If you want to customise existing categories, click Edit found at the end of the Category name. 

3. On the Details tab, give the category a name. You can also add an optional description which the user can see when they click View Categories on the expense form.

4. The Reference field is where you can input the GL Codes from your accounting package for your categories. 

5. You can customise your categories and set up specific rules:

  • Default Tax Rate (optional) - The rate that will be populated as the default Tax Rate when an end-user selects this category. This can be overridden unless the 'Enforce category default tax rate' is selected in Additional Settings.

  • Fixed Amount (optional) - Enter a fixed amount if this category should always be a set rate. When this category is selected, it will auto-populate the amount.

  • Reportable - Set a category as reportable so that expenses assigned to this category can be filtered for easier reporting of special categories when using the category report or the CSV builder.

Enterprise customers only:

  • Carbon Category - Select a carbon category option if you would like the system to calculate CO2 emissions for expenses assigned to this category. Setting the applicable carbon category will prompt the user to add additional information about their expense.

6. In the Additional Settings area, you can tick the boxes for enforcing special behaviours for the categories. 

7. Navigate to the Applies to tab. Here you can decide where the category should be applied to.

8. Navigate to the Visibility tab. Here you can select which users, departments, and user groups can see this category when completing their expense form. 

Please note: Setting a Category's visibility to 'No One' will not hide the Category from all users. Users who have the Finance user permission will still be able to select hidden categories when editing an expense or invoice from the Finance or Approval areas.

If you need to completely hide a category from ALL users, you can delete the category.

9. When you are happy, click Create.

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