---
title: "Bulk import of categories for Administrators - Payhawk Help Center"
slug: "bulk-import-of-categories"
description: "Import expense categories into Payhawk in bulk: fill in the categories template, including Category IDs and Category Managers, and upload it in one go."
updated: 2026-10-23T07:37:32Z
published: 2026-10-23T07:37:32Z
canonical: "payhawk.com/bulk-import-of-categories"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://payhawk.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Bulk import of categories

This article explains how to complete the categories' template when you import categories' and Category Managers' data in bulk.

## Adding and updating data in the categories' template

To create and organize your categories across entities with proper hierarchy, refer to the information in the following table.

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Parent** | The name of the parent category if the category is part of a hierarchy. | - The parent column shows only values in the **Name** column. - Leave blank if the category (**Name** column) is at the highest hierarchical level. |
| **Name** | The name of the category. | - (Required) This is the label that will appear in expenses. It must be unique within the same entity and parent. - If you want to create a subcategory, enter it on a new row and choose its parent from the **Parent name** column. |
| **Accounting code** | The code is used to create a general ledger account from the accounting or ERP system. | This matches your external systems' chart of accounts, if applicable. |
| **Tax rate** | The VAT suggestion for this category. | - This matches one of the predefined VAT codes configured in your system. - Select from the drop-down list of predefined tax rates in the entity. |
| **Category manager** | The list of already existing users in the Payhawk system. | - This is the person who approves or oversees expenses in this category. - Select from the drop-down list of already imported users. |
| **Category name ID (do not change)** | The unique ID generated by Payhawk when categories are initially created. | - This ensures that updates apply to the correct category, even if rows are reordered. For example, adding a multiple Category Managers has to contain the same **Category ID** from Payhawk on each row for each single manager. - You must leave this one blank for new categories. |
| **Full path (auto-generated)** | You can ignore this column; it's auto-generated. |  |

## Adding and updating categories' data on a group level

If your group includes multiple entities and your categories are managed on a group level, the following column is also applicable.

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Entity** | The specific entity in your group where the category will be visible. | - Categories can be entity-specific and may differ across entities. - Select from the drop-down list of available entities in your group. |

> [!WARNING]
> To ensure data consistency, verify that all values, especially **Parent**, **Entity**, and **Category manager**, match your existing system records.

## Bulk import and export of categories

As a Payhawk Administrator, you can import your categories in bulk in the following way:

1. In the Payhawk Web Portal, go to **Settings** > **Fields library** > **Category**.

![Interface for categorizing expenses with options to add and import categories.](https://cdn.payhawk.com/Adm%3AIntegrations%3ALeftImages/bulk%20import%20categories.png)
2. Under **Values**, click on the three-dot menu and select **Import**.
3. On the next screen:
  1. To keep existing team data while adding new teams, select **Add new values**.
  2. To update existing team data and add new teams, select **Update values**.
  3. From the **Hierarchy** drop-down menu, select how you want the system to reflect the relation between your custom fields.
4. Click on **Generate** to download the template file.
5. Enter the required data in the template file, then return to the wizard and upload the file. Click on **Upload**.
6. On the **Preview** screen:
  1. Review the data to be added or updated.
  2. From the **Import options** drop-down menu, choose how you want the system to add the new data.
  3. Select the confirmation checkbox.
  4. Click on **Import**.
7. On the success screen, click on **Done**.

To export your categories' data and download it as a ZIP folder, select the **Export** option from the three-dot menu.