Allow spenders to select from only specific categories while adding their expense details. For example, you can allow your accounting manager to categorize expenses as only office supplies or team events, but a salesperson can categorize their expenses as only travel or meals. This helps reduce errors while categorizing expenses.
Enable category restriction
Select the Settings tab in the left side panel, then the Manage expense categories page within the Expenses & reports drop-down.
Switch the Restrict employees to their own categories toggle on.
Assigning categories to employees
After enabling category restrictions, you’ll need to assign allowed categories for each employee.
In the settings, select the View employees page within the Employees drop-down.
Select the row of the employee to assign them expense categories. The employee must be active.
In the Edit employee pop-up, select the employee’s allowed categories from the drop-down list in the Expense details section of the pop-up.
Note: In the Allowed categories field, only enabled categories will be available to select in the drop-down. Disabled categories aren't included in the drop-down.
Select the Save button to finish.
After you’ve assigned allowed categories, the employee will only be able to select from their allowed categories while adding expense details.
Note: Assign the categories to your employees as soon as you switch on the Restrict employees to their own expenses toggle on the Manage expense categories page. Otherwise, employees can’t select any category while adding their expense details. If categories are required for your business, employees won’t be able to complete their expenses.
Bulk assign categories
To bulk assign allowed categories, use the checkboxes to select employees. Then, select the Edit button on the right above the table. In the Bulk edit employee details pop-up, select the employees’ allowed categories from the drop-down list in the Expense details section of the pop-up.
Assign categories based on employee details
To assign allowed categories based on specific details, like department or location, apply your desired filter. For full instructions on applying filters, read the Filter and export employee details help article. Then, bulk assign categories to the employees in the filtered list.
If you have any more questions about restricting categories, contact our support team at support@capitalone-fylehq.com.