How to create categories?

Expense categories are the foundational elements for how employees classify and file their expenses in ITILITE. This guide will walk you through the process of creating new expense categories and configuring the fields associated with them.

Table of Contents

Prerequisites
Step-by-Step Guide
Pro-Tips & Guardrails
Verification & FAQs

Step-by-Step Guide

Follow these steps to create a new expense category:

Navigate to Organization → Settings → Expense → Category in your ITILITE Expense portal.
Click the Add Category button to begin creating a new expense category.

From the dropdown menu, select New Category to open the category creation form.

Enter a descriptive name for your new category in the Category Name field. This is the label employees will see when filing expenses. (Optional) Click the + Add GL code button to associate a General Ledger code with this category for accounting purposes.

Click + Add Fields to define the specific data points employees must provide when selecting this category. You can choose from existing fields or create new ones.

To add a custom field, click Create new field.

Enter the Field Name, choose its data type (e.g., Text, Number, Date, Dropdown, Attachment), and configure any specific options (e.g., for dropdowns, use + Add More to define choices). Mark the field as mandatory if required.

Click Save field to add the configured field to your category. You will see a "Field created successfully" notification. Repeat steps 6-9 to add more fields as needed. Once all desired fields are added, click the Create Category button to finalize and save your new expense category.

Pro-Tips & Guardrails

NOTE: When adding fields, consider reusing existing fields from the shared library. This helps maintain consistency across different categories, simplifying reporting and data exports.

PRO-TIP: Changes to category configurations, such as renaming or altering fields, can impact existing Expense Policies, analytics, and ERP integrations. Always coordinate with relevant finance or admin stakeholders before making significant modifications.

NOTE: Specialized expense types like Mileage and Per Diem are configured in their own dedicated sections within ITILITE, not as standard expense categories.

Verification & FAQs

After successfully creating a category, it will appear in your list of expense categories and be available for employees to select when filing expenses. You should also see a success message confirming the category creation.

Q: Why are expense categories important?
A: Categories are crucial for structuring expense data, enabling consistent data collection, applying specific expense policies, facilitating accurate reporting, and streamlining integrations with your accounting systems.

Q: What types of fields can I add to a category?
A: You can add various field types, including Text, Number, Date, Dropdown, Radio, Toggle/Boolean, Attachment, and Formula fields. For dropdown or radio fields, you define the available options.

Q: Can I make certain fields mandatory for employees?
A: Yes, you can mark any field as mandatory during category configuration. Employees will be required to fill these fields before they can submit an expense under that category.

Q: How do GL codes work with categories?
A: When a GL code is assigned to an expense category, all expenses filed under that category will automatically inherit that GL code. This ensures proper accounting classification in exports and ERP integrations.

Q: Is there a limit to how many categories I can create?
A: While there isn't a strict technical limit, it's recommended to keep your category list manageable and meaningful. This helps employees easily choose the correct option and ensures your reporting remains clear and interpretable.