Updating the default price for personal allowance items
Last updated: May 11, 2026
Overview
Personal allowance items in Found are configured as expense types. Each expense type can have a default price that is applied when recording personal allowance transactions for service users. Default prices are managed using effective dates, meaning you can schedule future price changes in advance, and the system will automatically apply the correct price based on the date of each transaction.
This feature is part of the Pro billing module. Your workspace must have personal allowance enabled before you can access these settings.
How to update the default price
Step 1: Navigate to the expense catalogue
Go to Settings > Billing > Expense catalogue. This page lists all expense types configured for your workspace.
Step 2: Open the expense type
Select the expense type you want to update. This opens the expense type detail page, which has the following tabs:
Details — General information and availability settings
Billable extras — Purchases associated with this type
Personal allowances — Transactions recorded against this type
Step 3: Add a pricing change
From the expense type detail page, locate the pricing history section. Select Add pricing change to open the side panel.
You will be asked to provide:
Effective from — The date from which the new price will apply. This can be a past, present, or future date.
Price — The new default price for this expense type.
Tax rate — Only shown if the expense type is set to taxable. Enter the applicable percentage.
Once you have completed the form, save the entry to confirm the change.
Step 4: Review the pricing history
After saving, the pricing history table will update to reflect the change. Each entry is displayed with a status:
Current — The price active today
Future — A price scheduled to take effect on a future date
Past — A previous price that is no longer active
Cancelled — A price entry that has been manually cancelled
You can cancel a pricing entry at any time. Cancelled entries can also be reinstated if required.
Important things to know
The system automatically selects the correct default price for a transaction based on the transaction date and the effective pricing history.
Each expense type can have only one active price at any given time. Scheduling a new price does not remove historical entries.
Changes to the default price do not retroactively update existing transactions that have already been recorded.
You must have edit permissions for expense types in Found to make pricing changes.
Frequently asked questions
Q: Can I schedule a price change in advance? A: Yes. When adding a pricing change, set the "Effective from" date to a future date. The new price will not apply until that date is reached.
Q: What happens if I cancel a pricing entry? A: The entry is soft-deleted and marked as cancelled. The system will fall back to the next valid active price in the history. Cancelled entries can be reinstated from the pricing history table.
Q: Does changing the default price affect existing transactions? A: No. Previously recorded transactions retain the price that was in effect at the time they were created. The updated default price only applies to new transactions going forward from the effective date.
Q: Can an expense type be used for both personal allowances and billable extras? A: Yes. An expense type's availability can be set to include personal allowances, billable extras, or both. This is configured in the Details tab of the expense type.
Q: Do I need to enter a tax rate when updating the price? A: Only if the expense type is configured as taxable. If the expense type is tax-exempt, the tax rate field will not appear.
Q: Where can I see which price is currently active? A: In the pricing history table on the expense type detail page, the entry marked Current shows the price active today.
Q: What if no pricing entry covers a particular date? A: If there is no active pricing entry for the date of a transaction, no default price will be pre-filled. You may need to enter the price manually when recording the transaction.
Q: Who can update the default price for an expense type? A: Users with edit permissions for expense types in Found. If you do not see the option to add a pricing change, contact your workspace administrator to review your access.