The Director and the Accountant set up the company's cost centers. The Travel manager can see the list.
Where to find it
Click your avatar → Settings → Users & Groups → Cost centers (/app/cost-centers).
How to add a cost center
- Click Add cost center.
- Fill in:
- Name: the name everyone in the company will see, for example "Sales Europe".
- ERP code (optional): the code from your accounting or ERP system. It appears in exports and reports, so your accountant can match the costs without retyping them.
- Description (optional).
- Owner (optional): the person accountable for this spend.
- Departments: everyone in these departments is charged to this cost center by default. This includes their sub-departments that have no cost center of their own.
- Employees: people who are charged here even though their department uses another cost center. This overrides the department's cost center for these people only.
- Click Save.
Names and codes must be unique within your company. Capital letters do not matter, so "Sales" and "sales" count as the same name.
How to change a cost center
Click the cost center in the list, change the fields and click Save. The change applies to new trips and expenses. Orders and expenses already charged to it are not affected.
How to stop using a cost center
Cost centers are never deleted, because past orders and expenses still refer to them. Instead:
- Click Archive. New trips and expenses can no longer be charged to it. Past orders and expenses keep it, and it stays in your reports and exports.
- To bring it back, set the Status filter to Archived, find the cost center and click Restore.
How to find a cost center
Use Filters at the top of the list. You can search by Name or code, and filter by Department and Status (Active or Archived).
How to set it from the department or employee card
- Settings → Users & Groups → Departments: open a department and choose its Cost center.
- Settings → Users & Groups → People: open an employee and choose their personal Cost center. If you leave it as From department, the employee follows their department.
FAQ
Who can create and edit cost centers? The company Director and Accountant. Everyone else sees the cost centers and picks them when booking or adding an expense.
Can I delete a cost center? No, because past orders and expenses still refer to it. Archive it instead. It disappears from the list of choices for new trips and expenses, but stays in past orders and reports. You can Restore it any time.
I don't see the Cost centers page. It is open to the company Director, Travel manager and Accountant. Only the Director and Accountant can add or edit cost centers, so ask one of them to make the change for you.
Related articles
- Cost centers: charge every trip and expense to the right budget line
- How to import cost centers from a file
- Choosing a cost center when you book
- Changing the cost center of an order
- Cost center on an expense
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