Expense categories are defined in Settings > Custom fields > Categories and are linked to the Budgets feature. They help you track the nature of costs and provide better visibility over spending.
Manage Expense Categories
Admins can add, edit, or delete values in expense categories as follows:
Add a value: Click on "Add a category."
Edit a value: Click on the pen icon.
Delete a value: Click on the bin icon.
If at least one value exists in the expense category, the field will appear in all requests. By default, requesters are required to fill this field. However, it can be made optional by navigating to Settings > Organization > Analytical fields, editing the relevant field, and unchecking the mandatory option.
Exporting Expense Categories
Expense categories are included in exports along with payables. You can access these in the Export tab or download them from the All Payables page.
Edit an Expense Category on a Payment
To update the expense category associated with a payment:
Navigate to All expenses > All payments.
Select the relevant payment.
Update the Expense category field.
Link Expense Categories to Cost Centers
You can define which expense categories are available based on the cost center selected by the requester.
By default, all expense categories apply to all cost centers. This means they will be visible for any cost center chosen in a request. To limit an expense category’s availability to specific cost centers:
Click on "Create a new category."
Follow the provided steps.
This linkage is applied only on the request side to prevent errors when selecting expense categories. However, all expense categories remain assignable to payments within the Payments, All Payables, and Prepare tabs.
Advanced Settings and Automation
Xero Integration
To map Spendesk expense categories to Xero accounts:
Create categories in Spendesk under Settings > Organization > Expense categories.
Set up rule-based automation under Settings > Accounting Setup > Rule-based Automation:
Create one rule per category.
Define conditions and outputs to map categories to Xero accounts.
Alternatively, assign Xero accounts manually during bookkeeping.
Troubleshooting Common Issues
Missing Expense Categories
If employees cannot select expense categories:
Check the visibility settings for expense categories under Settings > Organization > Analytical fields.
Ensure categories are available for the relevant cost centers or teams.
Blocked Submissions Due to Missing Categories
If the "Expense category" field is required but no categories are available, users will be unable to submit expense claims. To resolve this:
Change the field to optional in Spendesk settings.
Mandatory Fields and Platform Limitations
Certain mandatory fields, such as accounting information, cannot be disabled due to platform updates. These fields must be completed individually for each expense.
Resolving Validation Issues
To complete validation when payments are blocked:
Open the payment in All expenses > All payments.
Edit the payment information to add the required expense category.
Upload any missing receipts and validate.
FAQs
Can mandatory fields be updated in bulk? No, mandatory fields must be completed individually for each expense.
Are expense categories mandatory for requesters? Yes, by default. However, you can make them optional by navigating to Settings > Organization > Analytical fields, editing the relevant field, and unchecking the mandatory option.
Can I link expense categories to specific cost centers?
Yes. You can configure expense categories to appear only for certain cost centers in the request workflow.
Do expense categories appear in exports?
Yes, they are exported along with payables and can be accessed in the Export tab or downloaded from the All Payables page.
Can I edit an expense category after it has been assigned to a payment?
Yes, you can update the expense category by navigating to Expenditures > All payments, selecting the payment, and editing the Expense category field.