Managing Categories
As an admin, you can configure categories to help users classify their expenses. These categories are often linked to ledger accounts for export purposes.
Category Settings and Fields
Field | Description |
|---|---|
Name | Shown in the Category dropdown of the expense. Can be translated into multiple languages. |
Explanation | Optional helper text displayed to users when the category is selected. |
Code | Primary reference for export (e.g., ledger account number). Not visible to users. |
Code2–4 | Additional reference fields for advanced export formats or business rules. |
Classification | Used in Dutch WKR setups to define a specific cost type for export. |
VAT Rates | Assign one or more VAT rates. – If Fixed is selected, users cannot change the VAT rate. – Rates are filtered by country on the expense form. |
Groups | Restrict category access to specific user groups. |
Expense Types | Limit usage to Expenses, Mileage, or Compensation. |
Receipt Required | Mark if a receipt must be uploaded for this category. |
Notes on Usage
Categories can be set as required or optional (optional not recommended).
Categories can be disabled, but not deleted if they are linked to expenses.
Subcategories are not supported, but custom fields can be triggered based on category selection to add detail.