GL Codes & Categories

Map expense categories to your accounting general ledger codes.

Accessing GL Codes

1. Click Admin in the sidebar
2. Click GL Codes
3. Manage codes and categories

Finance Role Required

Finance and Admin users can manage GL codes.

Overview

GL Codes connect Expensed categories to your accounting system:

• GL Codes - Your accounting codes (e.g., 6100, 6200)
• Categories - What employees see (e.g., Travel, Meals)

GL Codes Tab

Creating a GL Code

1. Click Add GL Code
2. Enter details:

Field	Description
Code	Accounting code (e.g., 6100)
Name	Description (e.g., Travel Expenses)
Description	Additional details

1. Click Save

Managing GL Codes

Action	Description
Edit	Modify code details
Deactivate	Hide from new expenses
Delete	Remove (only if not assigned)

Cannot Delete Assigned Codes

Remove category assignments before deleting a GL code.

Categories Tab

Creating a Category

1. Click Add Category
2. Enter details:

Field	Description
Name	Category name (e.g., Meals)
Description	What this category includes
Icon	Visual identifier
Color	Category color
GL Code	Linked accounting code
Requires Description	Force employees to add notes

1. Click Save

Default Categories

Expensed includes common categories:

• Fuel/Gas
• Meals & Entertainment
• Lodging
• Airfare
• Ground Transportation
• Office Supplies

Managing Categories

Action	Description
Edit	Modify category details
Deactivate	Hide from employees
Delete	Remove permanently

Mapping Categories to GL Codes

1. Create your GL codes first
2. Edit each category
3. Select the appropriate GL code
4. Save

Exporting with GL Codes

When you export expenses:

• Each expense includes its GL code
• Import directly into QuickBooks, Xero, etc.
• Automatic account mapping

Best Practices

1. Match your chart of accounts - Use same codes as accounting software
2. Keep categories simple - 10-15 categories is ideal
3. Require descriptions - For categories that need detail
4. Use consistent naming - Clear, descriptive names

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Next: Payout Settings →