How to use expense categories

Expense categories

Expense categories allow you to classify your spending into categories. Correct categorization helps users approve expenses faster and provides better insights in the Analytics section.

Default categories

By default, the system comes with a set of standard categories to get you started immediately. These cover the most common business expenses:

• Lodging
• Meals
• Transportation
• Fees
• Other expenses

You can view and manage these in the Administration section under Expense categories.

Adding a custom category

If the default list is not sufficient for your needs, you can easily create custom categories.

1. Go to the Administration menu.
2. Scroll down to the Expense categories section.
3. Click the Add category link at the bottom of the list.

In the pop-up window, fill in the category details:

• Name: The visible name of the category (e.g., "Office Supplies" or "Client Gifts").
• Unique code: An optional code often used for integration with third-party systems. It is not visible to users.
• Color: Select a color tag to make the category easier to recognize in lists and charts.
• Click Save to add the new category to the list.

If the default options do not suit your needs, click the + icon. This opens an advanced color picker where you can choose any custom shade using the color wheel or by entering exact RGB values.

Selecting a category for an expense

When you create a new expense, you can easily assign it to the category you want.

1. Open the New expense form.
2. Click on the Category dropdown menu.
3. Select the appropriate option from the list (e.g., select "Meals" for a lunch receipt).

Analyzing expenses by category

Once you start categorizing expenses, the Analytics section becomes a powerful tool for understanding your spendings.

The pie chart visualizes the distribution of costs across different categories. Each slice corresponds to a category color you defined earlier (e.g., yellow for Lodging, orange for Meals), allowing you to quickly identify which areas consume the largest portion of your budget.