The Expenses page in Settings is available to Admins. If you don’t see it, your role doesn’t have access. Anyone who can log project expenses can still add a brand-new type on the fly from the Add Expense window — see Project expenses.
Open the expense types list
1
Open Settings
Go to Settings from the main navigation.
2
Choose Expenses
Under System Configuration, select Expenses. You’ll see every expense type in your workspace with its Name, Description, and Status (Active or Inactive).
Create an expense type
1
Start a new type
Click Create New. The Create Expense Type window opens.
2
Name it
Enter a Name — keep it short and recognizable. A name is required. Check the list first so you don’t end up with two types for the same kind of cost.
3
Add a description (optional)
Use Description to explain when to use this type, so the rest of the team picks the right one.
4
Choose whether it's active
Is Active — “Whether this expense type is active and can be used” — is checked by default. Uncheck it if you want to set the type up now but keep it out of use for the time being.
5
Save
Click Create. The type appears in the list and, if it’s active, is ready to pick on new expenses.
Edit an expense type
1
Open the type
Click the pencil icon on its row. On a phone, open the card’s menu and choose Edit.
2
Make your changes
Update the Name, Description, or Is Active, then click Save Changes.
Deactivate an expense type
Expense types aren’t deleted — you retire one by deactivating it. That way every expense already logged under the type keeps its category and history.1
Start the deactivation
Click the red trash icon on the type’s row. On a phone, open the card’s menu and choose Deactivate.
2
Confirm
The Deactivate expense type? dialog explains that the type “will be deactivated and can no longer be selected for new expenses. Existing expenses keep this type.” Click Deactivate.
- It shows as Inactive in the list, and its trash icon is unavailable.
- It’s no longer offered in the Expense Type list when someone adds or edits an expense.
- Expenses that already use it keep it, and can still be edited.
An expense type that’s in use by project expenses can never be removed outright — deactivate it instead. See Soft delete for how Menaia handles records that are still in use.
Reactivate an expense type
To bring a type back, open it with the pencil icon, check Is Active, and click Save Changes. It’s available on new expenses again right away.Expense types and QuickBooks
If QuickBooks is connected with Expense Sync turned on, each synced expense is categorized in QuickBooks under an expense account named after its expense type. Clear, consistent type names make your QuickBooks reports easier to read too. See Project expenses.What’s next
Project expenses
Log costs on a project, attach receipts, and decide whether a cost affects crew bonuses.
Subcontractors
Keep the list of subcontractors you can link to expenses and job plans.