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Administrator Guide
Last Updated: 2025-05-16
Create Expense Categories

Create Expense Categories

  • To view expense reports, you must have the expenses.read or expenses.owned.read permission. For vendor and contractor roles, they should have the expenses.read permission.
  • To configure expense reports, you must have the expenses.settings.create, expenses.settings.delete, expenses.settings.read, and expenses.settings.update permission.
Categories are used to group expense types.
Expense categories enable you to configure settings for various types of expenses. You can also create expense types to associate with expense categories.
  1. From the header, select
    More
    Company Settings
    .
  2. Under
    Accounting
    , select
    Expenses & Adjustments
    .
  3. Select the
    Categories
     tab.
  4. Click
    Add New Category
     and consider:
    Field
    Description
    Category Name
    A unique name for the category. Example:
    Miscellaneous Adjustment
     or
    Statement of Work Expense
    .
    Category Code
    A unique identifier for the category. Example:
    Misc. Adj
     or
    SOW Expense
    .
    Transaction Type
    Determines if this expense item is treated as an expense, or as an adjustment to billed time. Defaults to
    Expense
    .
    Fee Strategy
    Determines how fees are determined for items using this category. Defaults to
    Expense
    .
    Calculate Taxes
    If enabled, reports using this category have taxes calculated using the work order tax rate. Miscellaneous Adjustments without a link to a Work Order must have the tax location defined on the report.
    Allow entry of taxes on the expense
    If enabled, reports using this category require manual entry of the tax amount.
    Currency Selection
    Indicates the currency used for the category.
  5. Click
    Add Expense Type
    .
    Only expense types created in a category can be selected when a user is creating an expense to submit.
    Field
    Description
    Type
    Indicates the type of expense.
    Expense Code
    A unique identifier for the expense.
    Require Receipt Over Amount
    Indicates the amount at which an expense requires a receipt. If you leave the default of
    0.00
    , receipts are always required.
    Maximum
    The maximum amount allowed for the expense type.
    Active
    When enabled, indicates the expense type is active and available for selection.
    Credit?
    When enabled, indicates that the contractor or vendor is owed money. That amount decreases the amount they owe.
    Allow Above Max
    When enabled, indicates expenses can be submitted above the configured maximum amount.
    Set Rate
    When enabled, you can set the
    Default Set Rate
    . Enabling this field disables the
    Maximum
     field.
    Default Set Rate
    Indicates the default rate for the expense type.
    Linked Records
    Links the expense report to a Timesheet, Invoice, or Expense Report ID. You can use that ID when completing timesheets, invoices, or other expense reports.
  6. Click
    Save
    .