Overview
What is Cardholder Categorization?
It's an optional feature that lets cardholders (employees) add accounting details — Accounting Category, Class, and Tax Rate — to their own card transactions when they upload a receipt. Your Accountant or Owner then reviews, approves, or edits those details before syncing the transactions to your accounting system.
Why would I turn this on?
Categorization is faster and more accurate when the person who actually made the purchase fills it in — they know what it was for. This is especially useful for larger teams, where one Accountant would otherwise categorize hundreds of transactions a month.
Setup (Business Owners)
How do I enable Cardholder Categorization?
Go to Settings → Accounting and turn on Categorization by Cardholders. The feature is off by default, so your existing workflow won't change unless you opt in.
Can I choose which fields Cardholders are allowed to fill in?
Yes. From Accounting Settings you can pick exactly which fields are available to cardholders — for example, you might allow Accounting categories and Class but keep Tax with the Accountant.
Can I restrict which Accounts or Taxes Cardholders can pick from?
Yes. You can specify a subset of Accounting categories, Classes, and Taxes that cardholders are allowed to select. This prevents employees from accidentally choosing accounts that don't apply to expenses (e.g., balance-sheet or revenue accounts).
For Cardholders (Employees)
Where do I add categorization details to my transactions?
In two places:
The Receipt Upload page — categorization fields appear under the receipt
The transaction slide-over on the Transactions page
Only the fields your Owner has enabled will appear.
Can I edit my categorization after I submit it?
Yes — as long as your Accountant hasn't reviewed it yet. Once they approve or modify your categorization, those fields become read-only for you.
For Accountants and Owners
Where do I review what Cardholders submitted?
The Accounting page is now split into three tabs:
Incomplete — transactions still missing required categorization details
From Cardholders — transactions where a cardholder filled in details, waiting for your review
Ready to Sync — transactions fully categorized and ready to push to your accounting system
How do I tell which fields were filled by the Cardholder vs. by me?
On the From Cardholders tab, any field a cardholder filled in is marked with an icon next to it. You can:
Approve the transaction as-is, which moves it to Ready to Sync, or
Edit any field — making an edit locks the cardholder out of further changes on that transaction.
What happens if I edit a transaction on the Ready to Sync tab?
Minor edits stay on Ready to Sync. If a change makes the transaction incomplete again — for example, clearing a required Account — the transaction moves back to the Incomplete tab until it's filled in.
Other questions
Does this apply to every type of transaction?
No — only card expense transactions. Other transaction types continue to be categorized by the Accountant or Owner exactly as they are today.
Can I turn this off later?
Yes. You can disable Cardholder Categorization any time from Accounting Settings. The Accounting page will revert to a single table, and only Accountants and Owners will categorize transactions.