Managing Expense Categories

Applies toEvery plan, including free Basic Expense Management add-on Needs Expenses · ModifyUsually owner, manager

Categories are the labels you give each expense, such as Supplies, Rent, Utilities, or Salaries. A few clear categories set up first make it easy to record expenses consistently and to filter and total your spending later.

Before you start

The Expense Management add-on is active.
Set up categories before you start recording expenses, so every entry lands in the right place from day one.

Steps

Open Expense Categories

Go to Configurations → Expense Categories. You see every live category as a card. New Expense Category and the card actions show only to people who may change expenses.

The Expense Categories screen in Fuze Store, showing category cards in a grid — Expense Categories

Tap New Expense Category

Press New Expense Category at the top right.

The New Expense Category button on the Expense Categories screen — Expense Categories → New Expense Category

Fill in the category

Set Status (Active or Inactive), a Name (required), a Color swatch so it is easy to spot in lists and reports, and an optional Description. Keep the list short and meaningful: a handful of well-named categories beats dozens that overlap.

The new Expense Category form with Name and Description filled in, and an Enable toggle — New Expense Category form — details filled in

Save

Press Save. The category is on the Create Expense form straight away.

The new category shown in the Expense Categories list — Category saved

Edit, switch off, or archive later

Tap ⋮ on a card, then Edit to change the name, color, description, or Status. Archive is in the same menu and at the bottom of the edit page. The confirmation reminds you that expenses filed under the category keep it.

The Actions overflow menu open on an expense category card, showing Edit and Archive options — Expense Categories → Actions menu

Restore an archived category

Turn on Show archived at the top of the list. It then shows only archived categories, each with an Archived badge. Tap ⋮, then Restore.

The Expense Categories list with Show archived on and a Restore action — screenshot coming soon

Show archived → Restore

What happens next

Editing a category updates it everywhere, including on expenses that already use it.
Active categories show in the picker on the Create Expense form. Inactive ones are hidden from the picker, but past expenses keep their label and still appear in reports. Editing an older expense that carries an inactive category still shows it, marked Inactive.
An archived category no longer shows in your list or the picker. Past expenses still show it, and filters and reports still count them under it.

Edge cases

Unique names. Two live categories cannot share a name, even with different capital letters. Archived categories do not count, so you can reuse an archived category's name.
Restore can be refused. If a live category now has the same name, the restore fails. Rename one of them first, then restore.
Delete is archive. Removing a category never deletes it. That is why every expense keeps its label.
Inactive or archived? Use Inactive to hide a category for a while, and Archive when you are done with it. Both keep your past expenses and reports intact.
Read-only without the permission. Without Expenses · Modify you can see the list but not add, edit, archive, or restore.
Server rule. The name and the active switch are required. The color and description are optional on the server.

Works with

Add-on or plan	What changes on this page
Expense Management add-on	Required. Without it the Expenses menu does not show and every expense call is refused.
Any plan	Expense categories have no plan limit.