Configure expense category account mappings
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Map CRM expense categories to expense accounts and control the accounting classification of direct and recurring expenses.
What you’ll accomplish
Map CRM expense categories to expense accounts and control the accounting classification of direct and recurring expenses. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The module exposes expense-category mapping table, save, delete and active-status actions and listens to expense add, import, recurring, update and delete hooks.
A category mapping controls classification, while the selected payment mode controls the other side. An expense linked to a customer or project can still require the same accounting mapping.
If imported expenses remain unconverted, verify category values and active mappings.
Follow these steps
- Check the active CRM expense categories.
- Go to Expense Category Mapping.
- Select an appropriate expense account for each category.
- Check the payment-mode mappings used with expenses.
- Configure tax treatment.
- Save and activate the mapping.
- Convert a controlled expense and compare the source total with ledger lines.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Keep categories and ledger accounts at a useful reporting level.
- Do not map capital purchases to ordinary expenses.
- Test recurring and imported expenses.
- Review reimbursable and billable expenses separately.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.