How to create global billable extra types

Overview

Global billable extra types — referred to in Found as expense types — are workspace-level items that define the categories of additional charges that can be added to a resident's booking. Once created, these items become available to staff when recording individual billable extras against bookings.

Expense types are managed centrally in settings, meaning any type you create is available across all applicable locations in your organisation. This makes it easy to maintain consistency in how additional charges are categorised, priced, and reported.

How to create a global billable extra type

Step 1: Navigate to the expense catalogue

1. Go to Settings in the main navigation.

2. Select Billing from the settings sidebar.

3. Click Expense catalogue.

You will see a list of all active expense types for your workspace.

Step 2: Open the creation form

Click the Create expense button in the top-right corner of the page. A side panel will open titled "Create expense type".

Step 3: Complete the form

Fill in the following fields:

Name (required) Enter a clear, descriptive name for the expense type (e.g. "Hairdressing", "Chiropody", "Personal shopping"). Maximum 255 characters.

Description (optional) Add any additional context about what this type covers. Maximum 500 characters.

Locations (required) Select one or more locations where this expense type will be available. At least one location must be selected.

Availability (required, shown to users with personal allowance permissions) Choose whether this type can be used for:

• Billable extras — charges added to a booking and invoiced to a funder or resident

• Personal allowance — charges drawn from a resident's personal allowance

• Petty cash - charges incurred within the home

At least one option must be selected.

Default price (optional) Enter a default price in pounds (e.g. 15.00). This sets the initial suggested price when staff record a billable extra of this type. It can be overridden on individual entries.

Tax status (required) Select one of:

• Taxable — VAT applies to this expense type

• Exempt — no VAT applies

Tax code (optional) Enter a tax code if required for your accounting system (e.g. S, Z, E). Maximum 50 characters.

Tax rate (required when tax status is "Taxable") Enter the VAT rate as a percentage (e.g. 20). This field only appears when "Taxable" is selected.

Nominal code (optional) Link this expense type to a nominal code from your connected accounting system. Select from the dropdown of existing nominal codes.

Price entry mode (required) Choose how prices will be entered when staff record a billable extra:

• Exclusive (enter net) — staff enter the net amount; VAT is added on top

• Inclusive (enter gross) — staff enter the total gross amount; VAT is calculated from within

Step 4: Save

Click Create to save the expense type. A confirmation toast will appear and the new type will appear in your expense catalogue immediately.

Editing an expense type

To update an existing expense type, click its name in the expense catalogue table. From the detail page you can edit its name, description, locations, availability, tax settings, nominal code, and price entry mode. You can also view its pricing history and the individual billable extras recorded against it.

Archiving an expense type

Expense types cannot be deleted. Instead, they can be archived to prevent new billable extras being created from them. Archived types remain accessible for historical reporting. To view archived types, use the Archived expense types button on the expense catalogue page.