If your folders are organised so that each one represents a specific site, department, or project - and all documents in that folder should use the same Xero tracking category - this feature can help.
By locking a tracking category in folder settings, you make sure every document added to that folder gets the correct value. This prevents accidental (or intentional) changes and helps keep your reporting accurate without extra checks.
How to set a locked tracking category
Open the folder and go to Folder Settings - Accounting & Automation
In the Tracking Category section, choose the value you want to lock.
Tick the box to lock it.
Click Save.
New documents added to the folder will automatically use the locked category value.
How the locked tracking category works
The locked value is enforced on the Document Detail Page, in Contact Automation Rules, and during Bulk Edit and Fullscreen Edit meaning it can't be edited.
Bill Split & Item Rules: You can still enter a category here, but if a lock is active, the system will ignore it and use the folder’s locked value instead.
What about older documents?
Documents added before the lock keep their original value. If needed, you can turn the lock off temporarily, make your edits, and re-enable it.
This feature is available for Xero folders only.