---
title: "Import and export categories for Administrators - Payhawk Help Center"
slug: "importing-and-exporting-expense-categories-in-bulk"
description: "Import and export expense categories in bulk in Payhawk: download the template, fill in your categories, upload them at once, or export them for a review."
updated: 2026-10-27T14:43:55Z
published: 2026-10-27T14:43:55Z
canonical: "payhawk.com/importing-and-exporting-expense-categories-in-bulk"
---

> ## 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.

# Importing and exporting expense categories in bulk

If you have a mass of expense categories you need to import from your existing system directly to Payhawk or if you need to export all your expense categories from Payhawk, you can do it quickly with the automated options for bulk import and export.

## Bulk import of expense categories to Payhawk

To import multiple categories in Payhawk at once by uploading an Excel file:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Go to **Settings** > **Fields library**.
3. Click on **Category**.
4. Click on the three dots menu and select **Import**.

![Category values in the Fields library with the three-dot menu open and the Import option.](https://cdn.payhawk.com/GA%3AFields%20library/bulk_import_expense_categories_import_menu_20261022_ai.png)
5. On the screen that opens, click on **Generate template** link to download the template Excel file. Enter your categories and sub-categories in the required format and save the file locally:
  - To keep your existing expense categories and/or add new ones from the file, select the **Add and/or update existing** option.
  - To keep your existing expense categories and only add imported ones to them, select the **Add only** option.

![Options for generating an import template with different record update choices.](https://cdn.payhawk.com/GA%3AFields%20library/bulk_import_expense_categories_2.png)
6. Go back to the Payhawk screen and click on the **Click to upload** link to upload your locally saved Excel file.

![Instructions for uploading a file with steps to follow for users.](https://cdn.payhawk.com/GA%3AFields%20library/bulk_import_expense_categories_3.png)
7. Click on **Upload**.
8. On the next screen, confirm your choice and click on **Import**.
9. Click on **Done**.

## Bulk export of expense categories from Payhawk

To export your expense categories from Payhawk at once in an Excel format:

1. Log in to the [Payhawk Web Portal](https://portal.payhawk.com).
2. Go to **Settings** > **Fields library**.
3. Click on **Category**.
4. Click on the three dots menu and select **Import**.
5. On the screen that opens, click on the **Generate template** link to download the template Excel file. As a result, the Excel file with the exported expense categories will automatically be downloaded locally on your machine.

## Useful resources

- [Automatic population of field data](/help/automatic-population-of-expense-field-data)
- [Creating, editing, and deleting expense categories](/help/creating-editing-and-deleting-expense-categories)
- [Adding default VAT rates to expense categories](/help/creating-editing-and-deleting-default-tax-rates)