---
title: "Managing teams' expense categorization"
slug: "managing-teams-expense-categorization"
description: "Assign categories to team expenses in Payhawk spend management platform: manage custom fields, ensure accurate accounting and simplify reporting."
updated: 2026-10-27T14:18:10Z
published: 2026-10-27T14:18:10Z
canonical: "payhawk.com/managing-teams-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 teams' expense categorization

This article explains how to complete your teams' expense categorization template correctly.

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

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

| **Column name** | **Description** | **Notes** |
| --- | --- | --- |
| **Team** | A drop-down menu with existing teams in the entity. |  |
| **Custom fields** | These columns: - Represent existing custom fields used to categorize expenses such as **Project**, **Customer**, **Location**, and more. - Contain values that have already been imported into the Payhawk system. | - These are illustrative examples, as your actual template will have different or additional custom fields based on your organization's specific needs. - Each field includes a drop-down menu with values from previously imported data. - Empty cells will be treated as having a **None** value. |

The following example shows what the teams' expense categorization template looks like.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_teams_expense_categorization_20250509_manual.jpg)

## Bulk import and export of teams' expense categorization

As a Payhawk administrator, you can import your teams' 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 **Employees** > **Teams**.
2. Click on the three-dot menu and select **Import**.
3. On the next screen, select **Expenses categorization**.
4. Click on **Generate template** to download the template file.

![](https://cdn.payhawk.com/Help%20desk%20images%20moved/Managing_teams_expense_categorization_20250508_manual.jpg)
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 teams' expense categorization data and download it as a ZIP folder, select the **Export** option from the three-dot menu.

## Notes on managing teams' expense categorization

- To select values that have already been imported or configured in the system, use the drop-down lists.
- If a value is missing from the drop-down list but exists in the Payhawk system, the template may have been generated before the value was created.
- Make sure that the team and entity names match your existing records.