How to set up custom expense categories

A quick walkthrough on how to create and apply categories you can use to track your card spend.

Once your company has been approved for cards, a new page will become visible in the "Cards section of the app called "Expenses". Let's start with the relevant permissions for this page:

1. To see the expenses page, you'll need one of the following permissions.

A) The Owner role
B) Cards: Manage
C) Expenses: Approve

By default, these permissions are granted to the Owner of the account, and - if not done by the Owner - the user who completed the cards application. These users will then be able to assign the relevant permissions to other users.

If your account is connected Xero, you will be taken straight to the expenses screen and your expense categorisation will pull straight out of Xero (including account codes, tracking categories and tax options).

If your account is not connected to Xero, you will see the following options. If you're not a Xero user, you can proceed by clicking on "Start" in the bottom option.


Clicking on "Start" will bring up the following screen. Follow the prompts in the app from here to set up your mandatory expense categories and optional custom categories. We recommend that you do this before you start using your cards because you can apply category settings to each card, but you can always return here later and update your card settings.

See the image below for a basic example with some common expense categories and an example using custom categories to categorise expenses by potential tax types.


See the image below for a view of the Expense management screen populated with transactions and the custom categories defined in the image above.


See the image below for a view of the cardholder's view when viewing a new card transaction using the settings above.