---
title: "Managing suppliers' expense categorization"
slug: "managing-suppliers-expense-categorization"
description: "Assign default categories, custom field values and tax rates to each supplier with the import template. Check first that the supplier exists in the entity."
updated: 2026-10-27T14:18:06Z
published: 2026-10-27T14:18:06Z
canonical: "payhawk.com/managing-suppliers-expense-categorization"
---

> ## 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 suppliers' expense categorization

This guide explains how to manage supplier expense categorization by assigning default categories, custom field values, and tax rates to each supplier within a specific Payhawk entity.

> [!WARNING]
> Before you start the import, make sure the supplier exists in the selected entity. Do not manually enter new suppliers, categories, or tax rates in the template.

## Adding and updating data in the suppliers' expense categorization template

To ensure accurate data entry, refer to the information in the following table.

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Supplier** | The name of the supplier to which the categorization rules will be applied. | - Select from the drop-down list of existing suppliers in the entity. - If a supplier is missing, make sure the template is generated after the supplier has been created. |
| **Category** | The default expense category that must be applied to this supplier’s transactions. | - This helps automate the category default suggestion when creating transactions. - Select from the drop-down list of available categories in the entity. |
| **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. |
| Custom fields | Each custom field whose suggested source of default values is **Suppliers** will appear as an additional column. | - This helps automate custom field default suggestion when creating transactions. - Select from the drop-down list of custom field values already available in the Payhawk entity. |

## Bulk import and export of suppliers' expense categorization

As a Payhawk administrator, you can import your suppliers' expense categorization in bulk in the following way:

1. In the [Payhawk Web Portal](https://portal.payhawk.com), open the app switcher in the top-left corner and go to **Suppliers**.
2. Click on the three-dot menu and select **Update suppliers**.
3. On the next screen, select **Expense categorization**.
4. Click on **Generate template** to download the template file.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_suppliers_expense_categorization_20181124_manual.png)
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. Select the confirmation checkbox.
  3. Click on **Import**.
7. Click on **Done**.

![Import preview showing record details and successful data processing summary.](https://storage.googleapis.com/payhawk-cdn/Adm%3ABulk%20import/bulk_import_employees.jpeg)

To export your suppliers' expense categorization data, select **Export suppliers** from the three-dot menu. The downloaded Excel file includes each supplier's expense categorization alongside the other supplier details.