Overview
The Expense Categories Code Table defines and standardizes how expenses are tracked and billed within an invoice. Each expense added to an invoice must be assigned to a category, ensuring clarity for clients and faster approvals. Despite its simplicity (only 3 fields—Order, Name, and Description), it is a powerful control mechanism for staffing agencies.
Area
Module: Invoicing & Billing
Applies To: Expense entry and invoicing workflows
Stakeholders: Recruiters, Consultants, Billing Staff, Accounting, Client Approvers
Navigation
Admin → Setup → Code Tables → Expense Categories
Use Add/Edit to configure or modify categories
Visible during Invoice → Add Expense entry and client approval screens
Benefit
Provides clarity for clients during invoice approvals
Standardizes how internal staff enter and classify expenses
Reduces billing disputes by giving transparent labeling
Supports meaningful reporting (e.g., Travel vs. Meals spend trends)
Field Reference
| Field | Description |
|---|---|
| Order | The numeric sequence for display in dropdown menus. Place commonly used categories higher. |
| Name | Clear label for an expense category. |
| Description | Short guidelines or clarification of what expenses fall under this category. |
Sample Code Table (Expense Categories)
| Order | Name | Description |
|---|---|---|
| 1 | Travel | Airfare, mileage, taxi, ride share, bus, or train fares. |
| 2 | Lodging | Hotel or temporary accommodation when on assignment. |
| 3 | Meals | Business-related meals during travel or with clients. |
| 4 | Supplies | Office supplies or small consumables used for assignment. |
| 5 | Mileage Reimbursement | Personal vehicle mileage logged at reimbursement rate. |
| 6 | Communication | Mobile, Wi-Fi, or internet-related expenses necessary for work. |
| 7 | Miscellaneous | Other approved expenses that don’t fit in primary categories. |
Screen References
Invoice Creation → Add Expense → Select Category
Invoice Approval Screen → Client reviews categorized charges
Reports → Expense Analysis → Provides insights into expenses grouped by category
Pro Tip
Keep the category list short and business-focused. Too many categories lead to confusion and misclassification, while too few cause poor transparency. Retire old categories rather than editing them, so reporting history remains consistent.
FAQ
Q: What if my client requires custom expense categories?
A: Add them as separate entries, but avoid overcomplicating the list.
Q: Can employees see descriptions?
A: Yes, descriptions are useful reminders to ensure expenses are logged in the right place.
Q: How do we keep approvals fast?
A: Place the most common categories (Travel, Lodging, Meals) at the top using the Order field.
Permissions & Configuration
Editable By: Admins & Billing Managers
Used By: Recruiters/Consultants submitting expenses, Finance Team, Clients during approval
Audit & Control: Best practice is to review and update categories once a quarter