SettingsExpense Categories
Expense Categories List
How the Expense Categories list works, what the system rows mean, and where categories are used later.
Open Settings > Expense Categories when you want to control the labels used for expenses, scheduled transactions, and automatic payment-fee entries. This is the master list Work Planner looks to when a later screen asks you to choose an expense category.
What You See First
- Search expense categories: Searches by category name.
- Business filter: Appears for multi-business logins so you can narrow the list to one business.
- New Expense Category: Opens the create popup from the list header.
- System categories first: When you first land on the page without searching or manually sorting, Work Planner puts protected system categories at the top.
Columns in the List
- Name: The label staff will choose later when recording or reviewing an expense.
- Color: The saved hex colour for that category, shown as a swatch beside its code.
- Type: Shows System for protected categories that Work Planner manages for you. Custom rows show a dash here.
- Created: The date the category record was added.
- Actions: Custom rows show a delete button. System rows do not.
Working From a Row
- Click a custom row: Opens the details popup in read-only mode.
- System rows: These are protected. They do not open the same edit flow from the list, and they cannot be deleted.
- Delete expense category: Custom rows can be deleted after you confirm the warning popup.
- Clear Filters: Appears when a business filter is active and resets the list back to all available businesses.
What Changes Elsewhere
Categories created here appear later in expense forms, scheduled-transaction forms, ledger filtering, and any automatic expense flows that rely on a category record. That is why the protected system rows matter: they support built-in accounting behaviour such as payment-fee handling.
Related articles
- Creating an Expense Category: The next step when the category you need does not exist yet.
- Expense Category Details: Shows what you can review after opening a custom row.
- Creating an Expense: Useful when you want to see where these categories are used in day-to-day accounts work.