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Expense categories describe what a charge is for. Expense accounts tell the Payments module which account number and cost center to use for that category. For example, you might group cleaning charges under Cleaning and map that category to your organization’s cleaning expense account.

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Add an expense category

  1. Open Company > Company Settings > Expense Categories.
  2. Check the custom and default categories for an existing match.
  3. Click Create Expense Category.
  4. Enter a name and choose its Expense type: Rent, Operating Expenses, or Capital Expenses.
  5. Save, then select the category when recording the corresponding lease expenses.
The expense type supplies the broader grouping; the category supplies the specific label. Creating a category does not create charges or payment dates. Select a custom category’s row to edit it. Default categories are listed separately for reference, and custom categories must not duplicate their names.

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Set the company account mapping

Open Expense Accounts, select the category’s row, and enter the Account Number and Cost Center your payments process expects. Save the mapping. The Payments module uses a lease-specific expense account when one exists and falls back to the company mapping otherwise. For example, you can use the company default for cleaning costs across your portfolio and set a different cost center on one lease. If an exported payment has an unexpected account or cost center, check the lease’s Expense Accounts before changing the company default. See Payments for the lease override workflow. Use Custom Expense Account Fields for additional mapping information required by your process. See Custom fields. Lease accounting journal entries use the separate Chart of accounts.