[$250] Show GL code when selecting a category

[melvin-bot]

Overview

Based on Gong call reviews, a frequent admin request is to be able to see the GL code when selecting a category and to be able to search via GL codes. This is a simple improvement that would improve customer satisfaction with the product.

Proposed Solution

• Add a toggle in Category Settings that enables showing the GL code when selecting a category. The GL code would be added at the end of the category name (in parentheses), e.g. Office Supplies (4100)
• Make the GL code searchable in the category list
• No changes to the Spend tables (a dedicated GL code column is being added separately)

Settings

Category Picker

Why

This comes up almost daily in admin calls. A simple toggle to surface GL codes in the category picker would resolve a large number of these requests without any complex changes.

Upwork Automation - Do Not Edit

• Upwork Job URL: https://www.upwork.com/jobs/~022066798053662293167
• Upwork Job ID: 2066798053662293167
• Last Price Increase: 2026-06-16

Issue Owner

Current Issue Owner: @mollfpr

[kuntal1461]

Proposal

What is the root cause of that problem?

Admins who use GL codes in their accounting systems need to verify which GL code maps to which Expensify category when employees are coding expenses. Currently, when selecting a category in the expense picker, only the category name is shown — the GL code is hidden inside the per-category settings page. This forces employees and admins to cross-reference the two, causing confusion and frequent support requests.

The data already exists: each PolicyCategory stores a 'GL Code' field. The problem is purely a display and discoverability gap in the category picker.

What changes do you think we should make in order to solve the problem?

1. Add a toggle in the workspace Categories Settings page (Settings > Workspaces > [workspace] > Categories > Settings) labeled "Show GL code when selecting a category". This is a per-workspace setting stored on the Policy object and only visible on Control plan workspaces (since GL codes are a Control plan feature).

2. When the toggle is enabled, display each category in the picker as "Category Name (GL Code)" — for example: "Office Supplies (4100)". Categories without a GL code are displayed normally.

3. When the toggle is enabled, the GL code value is also included in the search index so employees can type a GL code (e.g. "4100") to find the matching category.

No changes are required to the Spend tables, transaction rows, or any report/export logic — this is purely about the category picker display.

What alternative solutions did you explore? (Optional)

• Always show GL codes (no toggle): Rejected because it adds visual noise for workspaces where GL codes are not meaningful to employees. The toggle gives admins control over the experience.

• Show GL code as a subtitle/secondary line: Possible but less scannable than the "(GL Code)" suffix inline with the name. The inline format also matches how accounting software typically presents this information.

[melvin-bot]

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[kuntal1461]

Contributor details
Your Expensify account email: kuntal.1461@gmail.com
Upwork Profile Link: https://www.upwork.com/freelancers/~0160792f05ec50f18a?mp_source=share

[melvin-bot]

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[flaviadefaria]

@kuntal1461, this is not ready for proposals yet. Once I add the external label, then you'll be good to repost your proposal.

[melvin-bot]

Triggered auto assignment to Design team member for new feature review - @dannymcclain (NewFeature)

[dannymcclain]

@flaviadefaria @Expensify/design this is pretty straight-forward but I'd love opinions on how we display the GL code in the category picker list.

Settings
Used language here that made sense to me, but happy to change it

Category Picker
Here I've made a few options:

1. No different display, just tack on the GL code in parenthesis

2. Regular weight GL code

3. Use the "description" of the row to show GL code

What do y'all think?