Configure expense categories and approval

Before you begin

Confirm the expense policy: which categories the company needs and who decides in each case. The form labels and rules should represent that policy consistently.

Create expense categories

1. Open Expense categories.
2. Select New category.
3. Enter a name and description.
4. Choose a recognisable colour.
5. Save and confirm it appears in the expense form.

Avoid variants such as “Taxi,” “Taxis,” and “Taxi transport” when those costs should be analysed as one category.

Configure expense approval

1. Open Approval rules.
2. Create a rule and choose Expenses as its resource.
3. Open the rule and add its approval conditions.
4. Select the responsible relationship or a named employee.
5. Mark the condition as automatic when appropriate.
6. Test the process with a controlled expense before announcing it.

Without a specific rule, approval may be available more broadly. Define explicit conditions so decisions reach the correct person.

Result

The categories are available in expense forms, and new expenses follow the configured approval conditions.

Common problems

• A category does not appear: confirm that it was saved and is available in the form.
• The wrong person approves: review the responsible relationship and condition order.
• An expense does not progress: check whether a condition or another decision is missing.
• Results are fragmented: consolidate duplicate categories before interpreting historical reports.