In Expensify, tags represent attributes like classes, projects, cost centers, locations, customers, or jobs. They help code expenses for accounting and reporting.

Admins can manually create tags for a workspace, or they can be imported automatically if your workspace is connected to an accounting system like QuickBooks Online, Intacct, Xero, or NetSuite. Once added, tags can be enabled or disabled. Over time, Expensify also learns how you use tags for certain merchants and applies them automatically.

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Enable Tags

Before you can manage tags, you need to enable the Tags feature for your workspace.

1. In the left-hand navigation bar (LHB), click Workspaces.
2. Click your workspace name.
3. Click More Features in the left menu.
4. In the Organize section, toggle on Tags.

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Manually Add or Delete Tags

On Web

To add a tag:

1. Go to Workspaces > [Workspace Name] > Tags.
2. Click Add Tag in the top-right.
3. Enter a name and click Save.

To delete a tag:

1. Click a tag from the list.
2. Click the three-dot menu in the top-right.
3. Select Delete tag.

On Mobile

To add a tag:

1. Tap your profile icon, then go to Workspaces.
2. Tap your workspace name.
3. Tap Tags, then tap Add Tag.
4. Enter a name and tap Save.

To delete a tag:

1. Tap the tag you want to delete.
2. Tap the three-dot menu in the top-right.
3. Tap Delete tag.

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Activate or Deactivate Tags

Once tags are created or imported from an accounting system, you can turn them on or off according to your team’s needs.

On Web

1. Go to Workspaces > [Workspace Name] > Tags.
2. Click a tag to open its settings.
3. Use the toggle to make the tag active or inactive.

To manage tags in bulk:

• Use the checkboxes to select tags.
• Click the Selected dropdown to apply actions like activate, deactivate, or delete.

On Mobile

1. Tap Workspaces, then your workspace.
2. Tap Tags and select a tag.
3. Use the toggle to make the tag active or inactive.

Bulk actions are also available using checkboxes and the Selected dropdown menu.

Note: Tags imported from an accounting system are added as inactive by default and must be turned on manually.

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Add or Edit a GL Code

If you’re on the Control plan, you can assign a GL code to each tag for exporting purposes. These codes are not visible to members.

To add or edit a GL code:

1. Go to Workspaces > [Workspace Name] > Tags.
2. Click a tag to open its detail panel.
3. Click the GL Code field, enter or update the code, then click Save.

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Apply Tags to Expenses Automatically

Expensify will learn how you use tags and apply them automatically for recurring merchants or patterns.

• Manual corrections are remembered over time.
• Existing tags on an expense will not be overwritten automatically.
• Workspace-level Expense Rules take priority over automated tag suggestions.

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FAQ

Can I Edit Tags on a Submitted Expense Report?

Yes. You can edit tags until the expense is approved or reimbursed.

Approvers can also edit tags, even post-approval, by taking control of the report.

Can I See an Audit Trail of Tag Changes?

Yes. When a tag is manually changed, the update is logged in the associated expense chat.

What Happens if a Tag Is Disabled in My Accounting System?

It will be removed from the workspace’s tag list. However, it will still appear on any expenses or reports where it was already applied.

Can I Set Up Multi-Level Tags in New Expensify?

Not yet. New Expensify currently supports only single-level tags. If your account used multi-level tags in Expensify Classic, only the first level will appear. Support for multi-level tags is in development.