Expense rates can be used to easily calculate expenses that are based on specific rates, such as Mileage. Continue reading to learn how to create expense rates that can be used for adding expenses associated with specific expense categories.

To add a new expense rate, navigate to Settings > App Defaults > Expense rates. Once here, click on + New expense rate.

A pop-up will appear where you can name the expense rate, add the dollar amount for the rate, and select which expense category the rate will be associated with.

Please note that the Name, Rate, and Expense category selections are required fields.
​
When less than $1.00, you'll need to enter the rate with a 0 before the decimal point. Otherwise, the platform will enter as a full dollar amount incorrectly.

For example: 0.70 will save as $0.70

Once all of the information has been added, click Create. The new expense rate will then appear in the Expense Rates table in your Settings.

💡 After an expense rate is assigned to an expense category, a team member must select that rate (or another rate associated with the same category) when adding an expense for that category.

To edit an expense rate, navigate to Settings > App Defaults > Expense Rates and click Edit for the rate that needs to be adjusted.

If an expense rate has been used in any expense entries or is tied to any non-draft invoices, it cannot be edited and the Edit button will appear grayed out.

A pop-up will appear where the Name, Rate, and Expense Category fields can be adjusted as needed. Click Save once the changes have been made.

To deactivate an expense rate, navigate to Settings > App Defaults > Expense Rates and click on the "X" button for the rate that should be deactivated.

A pop-up will appear with a warning that deactivating the expense rate will remove it for future use and that it cannot be reversed. Click Deactivate to proceed with deactivating the expense rate.

Any historical expenses that use the expense rate will not be affected.

After an expense rate is deactivated, it will appear in a separate table with any other rates that have been deactivated. Click on the Show inactive rates toggle to view any deactivated rates. To collapse the table, click Hide inactive rates.

💡 When a user clicks to edit a historical expense that has a deactivated rate tied to the expense category then show the deactivated rate and quantity. Once the user changes the rate to something different they cannot access the deactivated rate again. If they click cancel the deactivated rate will still be used.