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Expense Categories as Billable vs Non-Billable (Granular Control)

twmaystwmays Posts: 3Expensify Customer

Does anyone have an idea if within your company or group policy you are able to establish certain expense categories are billable or non-billable by default? This granular control would be extremely effective as opposed to categorizing the entire policy as billable vs non-billable. For example, our company tends to bill certain expenses like airfare, rental cars, and lodging, but does not bill items like software, field supplies, postage, etc. Establishing categories as billable vs. non-billable would result in less user error in our circumstance.

From the following expensify publication, https://docs.expensify.com/en/articles/8284-scheduled-submit-group-policy-level :

"If you want even less manual entry, employees can set expense rules in their account (such as applying a "Meals" category to each Panera receipt) or, as an Admin, you can set default-categorization settings in the policy. We can then set the appropriate categories, tags, and/or billable or reimbursable statuses for you!"


  • Sheena TrepanierSheena Trepanier Posts: 2,140Expensify Success Coach - Admin Expensify Team

    Hi @twmays, great question! It's not possible to set categories to be billable vs. non-billable at this time. It's on our roadmap but not prioritized currently.

    Regarding the doc you linked, this behavior refers mainly to Expense Rules, which the employee would set up in their account. These rules however trigger based on the merchant name rather than the category selected.

    For example, an Expense Rule could be set up so that all American Airline expenses are automatically categorized, tagged, and marked as reimbursable.

    There isn't a way to use Expense Rules to link categories to billable or non-billable status though. I hope this is helpful, even if it's not what you'd ideally like to hear.

  • twmaystwmays Posts: 3Expensify Customer

    Thank you for the reply Sheena. I have come to terms with the fact that this capability is not currently available but am happy to hear it's on the Expensify Team's roadmap and will hopefully be prioritized in the near future. We are currently integrating our Expensify account with Netsuite and want to ensure we are automating as much of the user-entry as possible to assist with user efficiency once these systems are integrated.

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