Logging Expenses

Creating an Expense

  1. Navigate to the Expenses page.
  2. Click Track expenses.
  3. If available, use Add expense for to select an eligible employee or contractor you are authorized to enter expenses for.
  4. Enter the Date, Project, and Category. For a standard category, enter the Amount. For a unit-based category, enter the quantity in the field named for the unit, such as Miles or Pages. Add Notes and change the Billable option if needed.
  5. If your workspace has enabled reimbursements, choose Reimbursable to person independently from Billable to client. See Expense Reimbursements.
  6. Optionally attach a receipt (see Receipts & Attachments).
  7. Click Save expense.

Adding Several Expenses

Choose Save & add another to save and keep the form open. In the same browser tab, Keito keeps the Project, Category, and Date; clears the amount or units, notes, and receipt; resets Billable; and focuses the amount or units. The same defaults return when you reopen the form. Editing an expense does not replace them, and unavailable projects or categories are not preselected.

Standard vs Unit-Based Categories

Standard categories use a fixed amount, such as meals or software. Unit-based categories calculate the total from a quantity and an administrator-defined rate, such as miles driven or pages printed. For a unit-based expense, edit the quantity instead. The Amount field is calculated and read-only. See Expense Categories.

Billable Expenses

Billable expenses can appear on client invoices and in billable reports. Non-billable expenses are tracked internally. You can override the project’s default for each expense.

Billability does not decide whether the person should be repaid. An expense can be billable, reimbursable, both or neither. The optional reimbursement workflow adds classification, expense-only approval and manual repayment history.

Editing and Deleting

  • Select an unlocked expense or use its edit button to change its details.
  • For a standard expense, change the Amount directly. For a unit-based expense, change the quantity; Keito recalculates the amount from the category rate.
  • Use the delete option for an eligible expense. Repayment history protects its financial details and cannot be removed through ordinary expense deletion.

Uninvoiced describes the billing state; it does not guarantee that an expense is editable. A padlock means the expense itself is locked. This can happen when the expense is approved or invoiced, still carries a lock from a Harvest import, or falls in a week whose timesheet was submitted or approved. Timesheet-week locks apply only on plans that include timesheet approvals, and only while expense locking is enabled.

Hover over, focus, or tap the padlock to see the reason. Do not change workspace approval or timesheet-lock settings to edit one expense, because those settings affect the team’s wider workflow. If a padlock is unexpected, contact support with the expense date and category so the lock can be checked.

Imported expenses that are still locked

A Harvest import keeps the lock an expense had in Harvest. When the padlock says an expense is still locked from your Harvest import, an owner or administrator can release it:

  1. Go to Entries and open Expenses.
  2. Select the imported expenses.
  3. Choose Actions > Unlock imported expenses.
  4. Review which expenses will be unlocked and which will be skipped, enter a reason, acknowledge the change, and confirm.

Unlocking changes only the lock. The amount, project, category, and invoice status stay the same, and the change is recorded in the audit log. Expenses marked as invoiced are skipped; if one needs to change, use Mark selected as uninvoiced first, then unlock it.

Expense Approval

Ordinary expenses follow the workspace’s existing approval setting. When the optional reimbursement workflow is enabled, Expense approval policy can inherit that setting, require all expenses or require only reimbursable ones. Reimbursable expenses always require approval before repayment.

Use Expenses → Expense approvals to submit, approve, reject or withdraw eligible expenses with a preview and confirmation. These actions leave time entries unchanged and work for reimbursement approval even when timesheet approvals are off. Rejection requires a correction reason. Current reviewer scope and existing invoice and timesheet locks still apply. See the approval walkthrough.

Filtering

Filter by date range, project, client, category, billable status, or approval status. Managers and administrators can also filter by team member.