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

Name

• Displayed in the Category dropdown of the expense.

• Can be translated into multiple languages.
  

Explanation

Optional helper text shown to users when the category is selected.

Code

• Primary reference for export (e.g. ledger account number)

• Not visible for the user
  

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 can’t change the VAT rate.

• Rates are filtered by country on the expense form.

Groups

Limit category access to specific user groups.

Expense Types

Restrict 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.