Available for the following plans: Standard, Premium, Platinum, Unlimited
Available for the following user access levels: Admin
Paying your team back for work-related expenses is a standard part of doing business in Canada. When an employee uses their own money for something work-related, whether it's for travel, tools, or even just grabbing coffee for a client meeting, you can pay them back through an expense reimbursement.
For your employees, this reimbursement isn't considered income, so they don't have to worry about it come tax time.
To make tracking this a breeze, you can use our Expense Category feature. It gives you a simple way to:
- Create new categories for different types of expenses.
- Add key details like tax codes and rates to keep your bookkeeping accurate.
- Edit or delete categories anytime to keep your list current and tidy.
Important: Tax Field Settings
The visibility and behaviour of tax fields within your expense categories are dynamic, depending on whether you have connected a journal integration:
- No Integration: If you are not connected to a journal integration, the Tax Code and Tax Rate fields will not appear.
- File-Based Integration: If you use a file-based journal integration (such as Sage 50, File Export, or Detailed File Export), the Tax Code and Tax Rate fields will be visible as free-text fields for manual entry.
- API-Based Integration: For direct software integrations (such as QuickBooks and other supported accounting platforms), the tax code and tax rate fields will appear as selectable options. These values are synced directly from your connected accounting system to ensure data consistency.
Getting started
- Click on Settings.
- In the Payroll section, click on Expense Categories.
- Click the + Create expense category button.
- Complete the following fields:
- Name
- External ID (Optional)
- Tax code
- Tax rate
- Click the Submit button.
Maintain
Deleted categories can be restored via the 'restore deleted items' function.
- Click on Settings.
- In the Payroll card, click on Expense Categories.
- Click Edit in the Actions column of the expense category you want to change.
- Make the required changes and click the Submit button.
Explore related content:
- Manage your Schedule Template Resource This feature allows you to create a set of pre-built employee resources, with the ability to add these in bulk or individually.
- Manage your schedule template shift bidding This feature allows you to create a schedule shift that multiple employees in your organization can bid on.