Team and Expense Workflows
Use these guides to configure how your team works, bills time, reviews leave and records expense repayments. Settings apply to the workspace you have selected. Start as a workspace owner or administrator; each guide explains what other people can do.
| What you want to do | Guide | Availability |
|---|---|---|
| Apply the same dated working schedule to selected people | Bulk working schedules | Pro and Business; off by default |
| Price task time using a daily rate | Daily task rates | Workspace opt-in; off by default |
| Report on absences and annual leave balances | Absence reports | Business owners and administrators; Time off must be enabled |
| Reuse permission choices for selected Members or Managers | Permission templates | Pro and Business; off by default |
| Approve reimbursable expenses and record repayments | Expense reimbursements | Pro and Business; off by default |
A practical setup order
- Set working schedules. For example, preview a 37.5-hour Monday-to-Friday schedule for selected employees and contractors. Check the effective date and any custom schedules before applying.
- Set daily pricing. Choose how many hours make a billable day, then set task defaults or project-task overrides. A £650 day of 7.5 hours values 11.25 hours at £975.
- Review leave. Use the absence report for the selected dates and its separate leave-year balance table for allowance and remaining leave.
- Apply access deliberately. Save a Member or Manager template, select eligible people, preview the changes and apply. Keep teammate and project assignments explicit.
- Handle reimbursements. Choose who incurred the expense and whether it is billable to the client and reimbursable to the person. Submit it for expense approval, then record payments made outside Keito.
Turning on a tool does not apply schedules or permissions to everyone, reprice historical time, or classify imported expenses. Follow the preview or review steps in each guide.
Keep these decisions separate
- A working week describes a person’s availability. A billable day is the number of hours used to calculate daily pricing.
- A reporting role, such as Designer, is a label. It does not grant permissions.
- An expense can be billable to a client, reimbursable to a person, both or neither. Invoice status, approval status and repayment status describe different things.
- Recording a repayment does not transfer money or deduct an expense from a consultant invoice.
For existing records, review their current locks and history before making changes. The Harvest verification checklist covers checking imported data; these workspace tools do not replace that review.