Expense Categories

Expense categories help employees describe a claim and give finance a default GL account for it. A Firm Admin should agree on the names and accounts with finance before employees use them. Each entity keeps its own category list.

Before you start

• Access: You need Firm Admin, plus Expense or Timesheet Only access to see the Expenses menu.
• Where: Select the entity and open Expenses > Expense Categories.

Create a category

1. Select New Category.
2. Enter the required Name in words employees will recognize.
3. Choose the required Default GL Account. The list includes the entity's revenue, expense, and tax payable accounts, including contra accounts. Confirm the choice with finance.
4. Select Create. Confirm Category was successfully created. and check that the category appears with the intended account.

Change or remove a category

Open an existing category and select Update after changing its name or default account. The account is read when an expense is paid or turned into a supplier bill. Changing it affects every unpaid or unbilled expense already using that category, as well as later expenses. Review those open expenses with finance before changing the account.

Delete is hidden when the category is used, and the page says Used by expenses. For an unused category, the delete confirmation warns that the action cannot be undone.

If you don't see what you expect

• Category is missing: Check the selected entity and ask a Firm Admin to review that entity's list.
• Default account is wrong: Review the category with finance. Correct it before the affected unpaid expenses are paid or billed.
• Delete is unavailable: The category is already used by expenses and must remain for their history.

After setup, employees can select the category on expense claims. Expense reviewers should confirm that it communicates the purpose clearly before the claim is approved or paid.