Logging Expenses

Track project-related expenses alongside your time to keep a complete picture of project costs.

Creating an Expense

  1. Navigate to the Expenses page.

  2. Click New Expense.

  3. Fill in the details:

    • Date — When the expense was incurred
    • Project — Which project to charge it to
    • Category — The type of expense (e.g., Meals, Travel, Software)
    • Amount — The total cost
    • Notes — Description or context for the expense
    • Billable — Whether this expense should be billed to the client

  4. Optionally attach a receipt (see Receipts & Attachments).

  5. Click Save.

Standard vs Unit-Based Categories

Keito supports two types of expense categories:

Standard Categories

Enter a fixed dollar amount for the expense. Examples: meals, software subscriptions, office supplies.

Unit-Based Categories

Enter a quantity and the total is calculated automatically based on a per-unit rate. Examples:

  • Mileage — Enter miles driven, calculated at $0.67/mile
  • Printing — Enter pages printed, calculated at a per-page rate

The unit rate is configured by your administrator in Expense Categories.

Billable Expenses

Each expense can be marked as billable or non-billable:

  • Billable — The expense will appear on client invoices and in billable reports.
  • Non-billable — The expense is tracked internally but not charged to clients.

By default, expenses inherit the billable setting from their project, but you can override this per 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 the Approvals feature is enabled, expenses follow the same workflow as time entries:

  1. Log your expenses.
  2. Submit them for approval.
  3. Your manager reviews and approves or rejects.
  4. Approved expenses are locked and available for invoicing.

Filtering

Filter your expense list by:

  • Date range
  • Project
  • Client
  • Category
  • Billable status
  • Approval status

Managers and administrators can also filter by team member to see expenses across the team.