Expense Categories

Expense categories help organize and classify expenses in Juno. This guide explains how to configure and manage them for your organization.

Overview

Expense categories allow you to:

• Define what types of expenses can be submitted
• Set default limits for each category
• Organize financial reporting
• Apply specific rules to different expense types

Default Categories

Juno comes with several pre-configured expense categories:

• Ground Transportation: Taxis, rideshares, public transit, and rental cars
• Travel Incidentals: Parking, tolls, and other travel-related expenses
• Meals: Food and beverages
• Other: Miscellaneous expenses that don’t fit other categories

You can customize these categories to fit your organization’s needs. Receipt AI automatically categorizes expenses based on your custom categories by understanding the semantic meaning of each category.

Managing Expense Categories

Viewing Categories

1. Navigate to Settings → Expense Categories
2. View all existing categories, their status, and default limits

Adding a New Category

To create a custom expense category:

1. Navigate to Settings → Expense Categories

2. Click the Add Category button

3. Fill in the following details:

   • Name: A descriptive name (e.g., “Conference Registration”)
   • Description (optional): Additional details about what belongs in this category
   • Default Limit (optional): The standard spending limit for this category
   • Currency: The currency for the default limit
   • Icon (optional): Select an icon to represent this category
   • Status: Active or Inactive

4. Click Save to create the category

Editing Categories

To modify an existing category:

1. Navigate to Settings > Expense Categories
2. Find the category you want to edit
3. Click the Edit button
4. Update the category details
5. Click Save to apply changes

Deactivate Categories

Rather than deleting categories (which could affect historical data), you can deactivate them:

1. Navigate to Settings > Expense Categories
2. Find the category you want to deactivate
3. Click the Edit button
4. Change the Status to “Inactive”
5. Click Save

Inactive categories won’t appear in forms but remain visible on historical expenses.

Expense Category Limits

Each category can have default limits that apply across your organization:

• Default Limit: The standard maximum amount allowed for this expense type
• Per Day/Per Trip: Whether the limit applies daily or to the entire trip

These default limits can be overridden in specific expense policies.

Best Practices

• Use Clear Names: Category names should be intuitive for travelers and finance teams
• Provide Descriptions: Add detailed descriptions to clarify what belongs in each category
• Limit the Total Number: Too many categories can be confusing; aim for 10 or fewer
• Consider Reporting Needs: Align categories with your accounting and reporting requirements
• Review Regularly: Periodically assess if categories need to be added, modified, or deactivated

Expense Categories in Policies

Expense categories interact with expense policies in several ways:

• Each expense policy can set specific limits for individual categories
• Policies can make certain categories unavailable
• Categories determine how expenses are grouped in reports and analysis

Learn more about configuring category-specific rules in the Expense Policies documentation.

Integration with Accounting Systems

When setting up expense categories, consider how they map to:

• General ledger accounts
• Cost centers
• Accounting codes

Consistent category naming and organization can streamline your financial reconciliation process.

Next Steps

After configuring your expense categories, you may want to:

• Set up expense policies
• Configure approval workflows
• Review reporting options