How-to: Enable category specific rules and descriptions

Sheena Trepanier
Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
edited June 2023 in How-to Docs

Control policy admins have the ability to enable specific rules based on the category of the expense. This feature allows admins to have control of expense reporting on a more granular level.

To enable rules for a given category

  1. Go to Settings > Policies > Group > [Select Policy] > Categories
  2. Click Edit Rules next to the category name that you would like to define rules for.

The following are the rules that can be set specifically at the category level. 

GL Code and Payroll Code: These are optional fields if these categories need to be associated with either of these codes in your accounting or payroll systems

Max Amount: Allows you to set specific expense amount caps based on the expense category. Using Limit type, you can define this per individual expense, or per day (for expenses in a category on an expense report).

Receipts: Allows you to decide whether you want to require receipts based on the category of the expense. For instance, it’s common for companies to disable the receipt requirement for mileage expenses.

Description: Allows you to decide whether to require the description field to be filled out based on the category of the expense.

Description Hint: Allows you to place a hint in the description field. This will appear in light grey font on the expense edit screen in this field to prompt the expense creator to fill in the field accordingly.

Updating Category Rules via Spreadsheet

You can quickly update category rules in-bulk by exporting to CSV, editing the spreadsheet, then importing back into the categories page. This will allow you to quickly add new categories, and set GL codes, payroll codes, description hints etc.

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