Expense categories and custom fields on Spendesk

You can now add custom fields and expense categories to better analyze your spendings.

You have two options:

  1. Add your expenses categories

  2. Request a custom field activation for additional information such as projects or customers' names, quote numbers, internal references...

These will be included in your purchase journal after you have added the columns on your custom export in Settings > Export. They are included by default in your Spendesk bank journal.

πŸ‘‰ Careful: it's not possible to select several expense categories for one payment. Neither it's possible to select several values from one custom field on one payment. But, you can definitely create as many custom fields as you wish!

Set up, edit, and delete expense categories

  • Go to the Settings > Custom fields page

  • Click on Add a category

  • Enter the name of your expense category

  • Click on Add the category

You are able to select the right expense category while filling a new request or when a payment is made.

πŸ–‹ If you need to edit an expense category: hover your mouse on the value and click on the pen.

πŸ—‘ If you need to delete an expense category: hover your mouse on the value and click on the bin. Please be aware that:

πŸ‘‰ Payments in the "Prepare" tab (not yet exported) will lose the information filled.
πŸ‘‰ Payments already exported will keep the information filled.

Set up, edit, and delete custom fields with the Spendesk team

  • Go to the Settings > Custom fields page.

  • Click on "Request custom field activation" and your Customer Success Manager will reach out to activate the feature.

  • You can also contact the Support team and ask them to do so.

Give us the following information:

  • Choose if it's a mandatory field or not.

  • Choose which roles can add a custom field value (Admins, Controllers, Requesters, all or some of them)

  • Choose which roles can see custom field values

  • Choose if it applies to all teams or just some (Standard plan only)

  • Choose if it applies to requests, subscriptions, expense claims, payments or all / some of these.

πŸ–‹ If you need to edit a custom field value: select the value and edit it. If you need to add a new value, click on "add a new value". It will auto-saved.

πŸ—‘ If you need to delete a custom field value: click on the X. If you need to delete a custom field and all its related values, reach out to the Support team or your Customer Success Manager. Please be aware that:

πŸ‘‰ Payments in the "Prepare" tab (not yet exported) will lose the information filled.
πŸ‘‰ Payments already exported will keep the information filled.

Additional information

πŸ‘‰ Note that on the mobile app, custom fields or expense categories are filled after the payment is made with physical cards.

πŸ‘‰ We usually sort values by alphabetical order. However, if you want your custom fields to be in a specific order, simply add numbers at the beginning of the value!

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