How to set up payment categories

The “Payment categories” tab in company settings controls which categories are available when creating a payment and lets you divide payments into subcategories. In the general report, you can expand a category to see the amounts by subcategory.

Steps

1. Open company settings and the “Payment categories” tab.
2. Find the category under income or expenses. The “In the form” switch hides or restores the category in the list when creating a payment.
3. Click the “Subcategories” arrow next to the category.
4. To create a custom subcategory, enter a name in “New subcategory” and click “Add”. To rename one, click the “Rename” icon, change the name, and confirm with the “Save” checkmark or Enter.
5. Or click a suitable option under “Quick add” — the options depend on the category.
6. To remove a subcategory from the selection for new payments, click “Hide”; to restore it, click “Show”.
7. Select a subcategory in the new payment form. In the general report, click “Show subcategories” next to the category row.

Changes to the category list are saved immediately.

The list is shared by all branches in the company group. Hiding a category or changing a subcategory also affects the other branches.

Who can use it

The tab and changes to the category list are available to the “Branch manager” and “Main Administrator” roles. Access does not depend on the subscription plan or the company's country.

Important

Hiding does not change payment history

A hidden category or subcategory disappears from manual selection for new payments but stays in existing payments and reports. Hidden subcategories remain visible in settings and can be enabled again. If you enter the name of an existing hidden subcategory, the system offers to show it instead of creating a duplicate.

You cannot delete a subcategory in this tab. You can only rename or hide it. Hiding preserves old payments and their category assignments.

To reassign existing payments, open the operation in the company cash desk and change the subcategory. For a posted payment, you can change the subcategory within the same category; you cannot change the category itself. Renaming changes the subcategory name under which previous amounts appear in the report.

The report stores a snapshot from the time of calculation. After reassigning payments, click “Recalculate” in the general report to update the breakdown.

The base “Rental payment” category cannot be hidden: bookings and reports depend on it. This tab does not create new top-level categories; it configures existing ones.

When setting up subcategories, keep in mind that the field is available for regular payments. It is not shown for debt payments or internal transfers.