Setup

Step 1. Create your custom tax type

  1. On the Expend dashboard, click the button in the upper-right corner and select Company settings.
  2. Click Tax Types.
  3. Click + Tax Type in the upper-right corner.
  4. Enter the tax type’s name, rate, and the country to which it applies.
  5. Click + Create.

This will now become available when editing expense reports or claims in Expend.

Step 2. Map tax types and categories

You can map a custom tax type to an expense category so that the preferred tax type is selected by default when users select the expense category.

  1. On the Expend dashboard, in the menu on the left, click Categories.
  2. Click the category to which the tax type should be mapped.
  3. Under Tax Type, select an option from the list.
  4. Click Update.

Step 3. Set up syncing

  1. Important: If you are using the Expend integration with an accounting platform (such as QuickBooks or Xero), ensure that the tax rate has been set up in your accounting platform.
  2. On the Expend dashboard, in the menu on the left, click Integrations, and select your accounting platform.
  3. Go to the Set Tax Mappings section.
  4. Map the tax rate in your accounting platform to the Expend tax rate: Select the accounting platform tax rate in the list for the Expend tax type shown above the list.
  5. Scroll to the bottom of the page and click Save.

Your company's custom tax types are listed under Active Tax Types and Archived Tax Types (see below to learn more about archived tax types). Both active and archived tax types should be mapped.

Making changes

To ensure the integrity of existing expenses both in Expend and in your accounting platform if they have been synced from Expend, it isn't possible to edit custom tax types.

If a rate needs changes, archive the existing rate and create a new one with any corrections that are necessary. 

Please note: If you make changes, expenses that have already been synced won't be updated unless you edit and save them, in which case they will automatically be updated.

Removing a custom tax rate

  1. On the Expend dashboard, click the button in the upper-right corner and select Company settings.
  2. Click Tax Types.
  3. Find the tax type and click Archive.

The archived rate will no longer be available when editing expense reports or claims in Expend. Existing expenses that used this rate will keep it. If an expense has not been reviewed yet, users can change the tax type if necessary.

Replacing a custom tax rate

When creating a new tax rate, follow all the steps above to ensure that it is mapped to appropriate expense categories and that it is mapped in your accounting platform integration setup.

Viewing custom tax rates

You can view both active and archived tax rates. To set which types you want to view, select an option in the upper-left corner of the page.

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