Logging Expenses

Creating an Expense

  1. Navigate to the Expenses page.
  2. Click New Expense.
  3. Enter the Date, Project, Category, and Amount or units. Add Notes and change the Billable option if needed.
  4. Optionally attach a receipt (see Receipts & Attachments).
  5. Click Save.

Adding Several Expenses

Choose Save & add another to save and keep the form open. In the same browser tab, Keito keeps the Project, Category, and Date; clears the amount or units, notes, and receipt; resets Billable; and focuses the amount or units. The same defaults return when you reopen the form. Editing an expense does not replace them, and unavailable projects or categories are not preselected.

Standard vs Unit-Based Categories

Standard categories use a fixed amount, such as meals or software. Unit-based categories calculate the total from a quantity and an administrator-defined rate, such as miles driven or pages printed. See Expense Categories.

Billable Expenses

Billable expenses can appear on client invoices and in billable reports. Non-billable expenses are tracked internally. You can override the project’s default for each expense.

Editing and Deleting

  • Click on any expense to edit its details.
  • Use the delete option to remove an expense.
  • Expenses that have been approved or invoiced are locked and cannot be modified.

Expense Approval

When Approvals is enabled, submit logged expenses for manager approval or rejection. Approved expenses are locked and available for invoicing.

Filtering

Filter by date range, project, client, category, billable status, or approval status. Managers and administrators can also filter by team member.