This article explains how to configure and manage the expenses feature for your organization, including expenses activation, expense category customization, and adjustment role permissions.
In this article
Turn the expenses module on or off
Create and manage expense categories
Set up custom roles and permissions for adjustments
Turn the expenses module on or off
Clients can enable or disable the Expenses module to control expense submission access across your organization.
✅ Step 1 - Go to Organization Settings and click on Adjustment & expense
If you want to enable/disable expenses for Global Payroll workers, click on edit in Expenses for Global Payroll tab.
For contractors, head over to the Contractor Adjustment Policies tab.
✅ Step 2 - Use the Activate module toggle to enable or disable expense submissions
You can now set worker permissions and scope by country or entity level. Click Save.
Note: For EOR contracts, the Expenses module is managed by Deel and cannot be modified by clients.
How to Create and Manage Expense Categories
Clients can customize which expense categories are available for submission and set requirements such as attachment and recurring submission rules.
[ACCORDION] Creating a Custom Category
✅ Step 1 - Go to Organization Settings and click on Adjustment & expense
✅ Step 2 - Create a custom category
Click Custom category.
Select a default category and enter a name.
Under Requirements, choose any of the following:
- Require attachments: ensure the worker submission includes supporting documents.
- Allow recurring submissions: skip the attachment requirement for recurring expenses.
- Clients-only category: limit category selection to clients.
Click Save.
Note : Once created, the custom category will be part of and displayed under the default category section.
[ACCORDION] Disable a Category
✅ Step 1 - Go to Organization Settings and click on Adjustment & expense
✅ Step 2 - To disable a category:
Click the toggle next to the category name. Confirm the deactivation when prompted.
[ACCORDION] Edit or delete a custom category
✅ Step 1 - Go to Organization Settings and click on Adjustment & expense
✅ Step 2 - To disable a category:
Select View beside the category. Enable or disable the category globally, by country, or by contract type.
If the same configuration should be applicable for all countries, the client can select all > Actions > Edit for all locations.
Adjust attachment, recurring, and selection-restriction settings as needed.
Click Rename to change the category name or Delete to remove it.
Note: Default categories cannot be deleted but can be disabled.
[/ACCORDION]
Set up custom roles and permissions for adjustments
Clients can create a custom admin role to control access to adjustment categories, submissions, and approvals.
To set up expenses and adjustment approval policies for your organization and set approvers, refer to this article How to Create Adjustments & Expense Approval Policies
✅ Step 1 - Go to Organization settings > Roles & permissions > Admin roles > Create custom role
Enter a role name and, when prompted for access scope, select By group.
✅ Step 2 - Under Payroll & payments, choose Customize and expand the Adjustments section
Select the permissions you need, such as:
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View adjustment categories
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View adjustments and View bonuses
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For each contract type :
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Manage adjustment categories
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Approve and reject adjustments and bonuses
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Add, edit, and delete adjustments and bonuses
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Click Save. The permissions take effect at each contract type level for custom roles.
Frequently Asked Questions
[ACCORDION] Can I delete a default expense category?
No. Default categories cannot be deleted; you can only disable them.
[ACCORDION]Who can modify the Expenses module?
Only organization administrators can modify the expenses module. For EOR contracts, the module is managed by Deel.
[ACCORDION] Will renaming a custom category affect past expense entries?
Yes. Renaming updates all historical entries to reflect the new name.