Expense settings
Categories and the accounts they book to, report numbers, receipts, duplicates, and where policies, approvals and departments are set.
Admins open Settings in the menu.
Categories
Settings > Categories lists what people pick on an expense. Each category books to an expense account of your chart of accounts.
- + New category: give it a name, choose the account it books to and, if you like, its usual tax rate (filled in on new expenses).
- Edit to rename it or move it to another account. Expenses already approved keep their journal.
- Turn a category off to hide it from new expenses; old expenses keep it.
New businesses start with Travel, Lodging, Meals & entertainment, Fuel, Phone & internet, Office supplies, Advertising & marketing, Repairs & maintenance and Other. Add accounts in Accounting under Chart of Accounts.
Preferences
- Report number starts with: ER- by default (ER-00001, ER-00002 ...).
- Every expense needs a receipt: a report can't be sent while an expense in it has no receipt.
- Admins may approve their own reports: off by default, so someone else approves them.
- Expenses may be dated after today.
- Email people when a report is sent, approved, rejected or paid back. The bell in the app shows these either way.
- Flag possible duplicates: an expense with the same date and amount as another of the person's expenses is flagged for the approver.
Policies, approvals and departments
- Settings > Policies: limits and rules expenses are checked against. See Expense policies.
- Settings > Approvals: one approver, up the reporting chain, or approval rules, plus reminders. See Approvals.
- Settings > Departments: teams and their heads, used by approval rules.
- Settings > Mileage & per diem: mileage rates per vehicle and per diem rates per location. See Mileage and per diem.