What are Project-level Billable defaults?
Project-level Billable defaults allow you to control whether expenses linked to a specific project should be marked as Billable by default.
When a spender selects a project while creating an expense, Sage Expense Management automatically applies the Billable value configured for that project.
This is only a default. Spenders can still change the Billable value on individual expenses if needed.
Enable the Billable field for projects
Before configuring project-level defaults, you must first enable the Billable field.
Steps
Go to Admin settings → Expenses → Expense fields → Billable
Enable Show Billable field on the expense form
When enabled, spenders will see the Billable checkbox when creating expenses for projects.
When disabled, the Billable field is hidden across the organisation.
Set Billable defaults for individual projects
Once the Billable field is enabled, you can configure defaults for each project.
Steps
Go to Admin settings → Organization → Projects
Open a project
Set the Default Billable value
How this works
Enabled → Expenses for this project default to Billable = Yes
Disabled → Expenses default to Billable = No
Spenders can override this value while submitting expenses
When new projects are added, the default billable value set will be "No" by default.
Bulk update Billable defaults using Excel
For organisations with many projects, Sage Expense Management supports bulk updates using an Excel file.
Steps
Download the bulk upload template
Add project names on all projects you want to update
In the file, update the Default Billable Value column:
Use
TRUEorFALSE
Re-upload the file
What happens on upload
Existing projects are updated
Project names must remain unchanged
Any new project names will create a new project
Behaviour during expense creation
When a spender creates an expense:
A project is selected
Sage Expense Management checks the project’s default Billable setting
The Billable checkbox is pre-filled accordingly
The spender may change the value if required