Overview
The Common Expenses setting in FileTrac lets administrators define a list of frequently used expense categories that adjusters can select when entering expenses on claims. Instead of typing an expense description from scratch each time, adjusters choose from the predefined list, ensuring consistent categorization and faster data entry. This setting is found in the Billing and Payout column on the Settings page.
Managing Common Expenses
Navigate to Settings → Billing and Payout → Common Expenses to view and manage the list. From here you can:
Add a new expense category — Enter the expense name (e.g., "Mileage," "Meals," "Lodging," "Photos," "Supplies") and save.
Edit an existing category — Update the name of an expense category.
Set display order — Control the order in which expenses appear in the dropdown when adjusters enter expenses.
Where Common Expenses Are Used
Common Expenses appear as a dropdown when adjusters enter expense line items on a claim. They also flow into expense reports and payout worksheets, where the consistent naming makes grouping and summarization reliable. If your organization exports expense data to an external accounting system, consistent expense categories ensure clean mapping.
Tips
Align your common expense categories with the expense codes in your accounting system to simplify reconciliation.
Include a "Miscellaneous" or "Other" category for unusual expenses, but encourage adjusters to use specific categories whenever possible.
Review the list quarterly to add new categories that adjusters are requesting and remove any that are no longer relevant.