Expense Categories

Expense categories help you organise and classify different types of expenses across your projects.

Default Categories

Keito comes with common expense categories pre-configured:

• Meals & Entertainment
• Transportation
• Lodging
• Mileage (unit-based, default $0.67/mile)
• Software & Subscriptions
• Office Supplies

Your administrator can customise these to match your organisation’s needs.

Category Types

Standard Categories

A simple category where users enter a fixed dollar amount. Use this for most expense types like meals, travel, supplies.

Unit-Based Categories

A category with a per-unit rate. Users enter a quantity and the total is calculated automatically:

• Unit name — What’s being measured (e.g., “miles”, “pages”, “units”)
• Unit price — The rate per unit (e.g., $0.67 per mile)

When logging an expense with a unit-based category, the user enters the quantity (e.g., 45 miles) and the total ($30.15) is calculated automatically.

Managing Categories

Administrators can manage expense categories from Manage > Expense Categories:

Creating a Category

1. Click New Category.
2. Enter the category name.
3. Choose Standard or Unit-based.
4. For unit-based categories, enter the unit name and price.
5. Save.

Editing a Category

Click on any category to update its name, type, or unit pricing. Changes apply to new expenses going forward — existing expenses retain their original values.

Archiving a Category

Categories that are no longer needed can be archived:

• Archived categories won’t appear in the dropdown when logging new expenses.
• Existing expenses with that category remain unchanged.
• Archived categories can be restored at any time.

Billable Default

Each category can have a default billable setting. When a user selects that category, the billable toggle is pre-set accordingly. Users can still override this per expense.