Use Expense Types in the Admin Console to define the expenses employees can claim, such as mileage, meals, or parking. You need administrator access to manage expense types.
Add an expense type
Open Admin Console › Expense Types.
Select Add Expense Type.
Enter the required fields:
External ID: Your organisation’s reference for the expense, often a payroll code.
Name: The label employees will see in the mobile app.
Unit: What the expense is measured against, such as per kilometre, meal, shift, or occasion.
Effective from: The date the expense type becomes available.
Complete any optional fields:
Description: Add helpful details or claim rules.
Rate: Enter the amount paid for each unit. Leave this blank if employees should enter the amount they are claiming.
Effective To: Set a date when the expense type should stop being available, for example when a rate changes.
Save the expense type.
Choose whether to set a rate
The rate determines what employees enter when they submit a claim:
Rate set: Employees enter a quantity, and the system calculates the total using the rate. For example, a quantity of 2 at £3.64 per unit gives a total of £7.28.
No rate set: Employees enter the amount they are claiming, and that amount is the total.
Use the unit and rate that match your organisation’s expense rules. A fixed entitlement can use a rate. For variable spend, you may prefer to leave the rate blank so employees enter the claim amount.
Effective dates and availability
An expense type appears in the employee’s list only when it is active and the claim date is within its effective date range. If a rate is changing, use an end date for the old rate and make the new rate available from the appropriate date.
If an expense type is no longer needed, you can remove this by pressing the deactivate button
Troubleshooting
Employees cannot see a new expense type: Check that it is active and that the effective date has started.
Employees are asked for a quantity instead of an amount: A rate is set. Review the rate if employees should enter the amount themselves.
Claim totals do not look right: Check the unit and rate. The calculated total is the quantity multiplied by the rate.