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How to add a category on Webexpenses

This article explains how to create a new category in Webexpenses, including step-by-step instructions and an overview of each category field and its purpose.

Steps to add a category

  1. On your home page, navigate to Administration and then into Category
  2. On the top left, click  +Add
  3. Complete all required fields, ensuring the information is accurate
  4. Click ✓ Save to create the category

Important note

Fields marked with an asterisk (*) are mandatory. You will not be able to save the category until these fields are completed.

Overview of category fields 

Vat Rate

Select the Country and VAT Rate from the available dropdown lists.

Per Unit

If applicable, add a spend limit.

You can also toggle Per Unit on if the spend limit should apply to a specific unit (e.g. per mile, per item).

Active

When set to YES, users will be able to submit claims against this category.

Attendee details

Choose whether claimants must record attendee information.

  • If set to Required, additional fields will appear.
  • If set to YES, claimants must include the number of attendees and their details in the claim.

Mileage Category

Enable this option if the category relates to mileage.

This ensures that the correct rates are automatically applied to the claim item. If linked to a Per Diem category, the relevant rates will also be applied.

Travel Category

Set to YES to require users to enter travelled from and travelled to information.

Carbon Category

If carbon tracking is enabled, you can switch this on and select the appropriate mode of transport.

Negative Category

When enabled, amounts in this category will be deducted from the total claim. This is useful for items such as advance payments.

Fixed VAT Category

Enable this option to prevent claimants from changing the VAT rate.

You can also choose to automatically set VAT to 0 if no receipt is attached.

P11d and PSA Category

If either option is enabled, the category will appear in the benefits report.

Receipts

Receipts are enabled by default but can be turned off for categories where they are not required.

Free Text Field

When enabled, the free text field becomes mandatory for claimants to complete.

Hide Vendor

If you are using custom fields, the label shown here may differ.

You can choose to hide these fields if they are not relevant to the category.

Category Policy

Use this section to add any notes or policies relevant to the category.