---
title: "Account codes for categories for Administrators - Payhawk Help Center"
slug: "managing-account-codes-for-expense-categories"
description: "Manage account codes associated with expense categories in Payhawk: align expense types with ledger accounts on the Payhawk spend management platform."
updated: 2026-10-27T14:44:03Z
published: 2026-10-27T14:44:03Z
canonical: "payhawk.com/managing-account-codes-for-expense-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.

# Managing account codes for expense categories

In Payhawk, you can update, change, and manage account codes directly within the system. Properly managing account codes for expense categories is critical for ensuring accurate financial reporting and a seamless accounting process.

## Notes on account codes

- To avoid account code duplication, the system prevents assigning the same account code across unrelated expense categories.
- Use expense sub-categories to maintain flexibility and avoid duplicate account codes.
- Follow integration-specific guidelines to ensure compatibility with systems like DATEV by adhering to predefined mapping conventions.
- Perform periodic reviews by regularly validating expense categories and assigned account codes to prevent discrepancies or outdated mappings.

## Adding account codes for expense categories

To add an account code for an expense category:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library**.
2. Click on the desired category, for example, **Category**.
3. Under the **Values** tab, click on the desired value, for example, **Hardware**.
4. In the panel that opens, enter the account code under **Account code**.
5. Click on **Save**.

![Category values in the Fields library with the Hardware panel open and an account code entered.](https://cdn.payhawk.com/GA%3AFields%20library/account_codes_add_20261022_ai.png)

## Updating account codes for expense categories

To update the account code already assigned to an expense category:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), go to **Settings** > **Fields library**.
2. Click on the desired category, for example, **Category**.
3. Under the **Values** tab, click on the desired value, for example, **Office suppliers**.
4. In the panel that opens, edit the account code under **Account code**.
5. Click on **Save**.

![Category values in the Fields library with the Office supplies panel open and its account code selected for editing.](https://cdn.payhawk.com/GA%3AFields%20library/account_codes_update_20261022_ai.png)

## Useful resources

- [Creating, editing, and deleting expense categories](/help/creating-editing-and-deleting-expense-categories)