You can tag expenses for a specific department, project, location, cost center, customer, etc. You can also use different tags for each workspace to create customized coding for different employees.

You can use single tags or multi-level tags:

• Single Tags: Employees click one dropdown to select one tag. Single tags are helpful if employees need to select only one tag from a list, for example their department.
• Multi-level Tags: Employees click multiple dropdowns to select more than one tag. You can also create dependent tags that only appear if another tag has already been selected. Multi-tags are helpful if you have multiple tags, for example projects, locations, cost centers, etc., for employees to select, or if you have dependent tags. For example, if an employee selects a specific department, another tag can appear where they have to select their project.

To add your tags, you can either import them for an accounting system or spreadsheet, or add them manually.

Single tags

Import a spreadsheet

You can add a list of single tags by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet.

1. Hover over Settings, then click Workspaces.
2. Click the Group tab on the left.
3. Click the desired workspace name.
4. Click the Tags tab on the left.
5. Click Import from Spreadsheet.
6. Review the guidelines, select the checkbox if your file has headers as the first row, and click Upload File.

Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update your current spreadsheet and re-import it into Expensify.

Manually add individual tags

1. Hover over Settings, then click Workspaces.
2. Click the Group tab on the left.
3. Click the desired workspace name.
4. Click the Tags tab on the left.
5. Enter a tag name into the field and click Add.

Multi-level tags

Automatic import with accounting integration

When you first connect your accounting integration (for example, QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite), you’ll configure classes, customers, projects, departments locations, etc. that automatically import into Expensify as tags.

1. To update your tags in Expensify, you must first update the tag in your accounting system. Then in Expensify,
2. Hover over Settings, then click Workspaces.
3. Click the Group tab on the left.
4. Click the desired workspace name.
5. Click the Connections tab on the left.
6. Click Sync Now.

Import a spreadsheet

You can add a list of single tags by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet.

1. Determine whether you will use independent (a separate tag for department and project) or dependent tags (the project tags populate different options based on the department selected), and whether you will capture general ledge (GL) codes. Then use one of the following templates to build your tags list:
   • Dependent tags with GL codes
   • Dependent tags without GL codes
   • Independent tags with GL codes
   • Independent tags without GL codes

If you have more than 50,000 tags, divide them into two separate files.

1. Hover over Settings, then click Workspaces.
2. Click the Group tab on the left.
3. Click the desired workspace name.
4. Click the Tags tab on the left.
5. Enable the “Use multiple levels of tags” option.
6. Click Import from Spreadsheet.
7. Select the applicable checkboxes and click Upload Tags.

Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update your current spreadsheet and re-import it into Expensify.

FAQs

Why can’t I see a “Do you want to use multiple level tags” option on my workspace.

If you are connected to an accounting integration, you will not see this feature. You will need to add those tags in your integration first, then sync the connection.