categories
Expense Categories
Expense categories organize your spending for accurate reporting, tax preparation, and business analysis.
Order Expense Categories
Costs directly tied to specific notary orders:
| Category | Description | Examples |
|---|---|---|
| Parking | Parking fees | Client location parking, garage fees |
| Tolls | Bridge and road tolls | Turnpike tolls, bridge fees |
| Supplies | Office supplies | Paper, ink, notary stamps, envelopes |
| Mileage | Mileage reimbursement | Distance-based reimbursement at IRS rate |
| Shipping | Shipping costs | FedEx, UPS, USPS document delivery |
| Copy | Copying/printing | Document reproduction, certified copies |
| Courier | Courier services | Same-day delivery, rush courier |
| Other | Other order expenses | Miscellaneous order-related costs |
Agency Expense Categories
General business operating costs:
| Category | Description | Examples |
|---|---|---|
| Commission | Notary payouts | Payments to notary professionals |
| Vendor | External vendors | Third-party service providers |
| Rent | Office rent | Lease payments, property costs |
| Utilities | Utility bills | Electric, water, gas, internet, phone |
| Software | Software licenses | SaaS subscriptions, software licenses |
| Insurance | Business insurance | E&O, liability, property insurance |
| Marketing | Advertising | Online ads, print materials, website |
| Travel | Business travel | Airfare, hotels, meals, transportation |
| Training | Education | Courses, certifications, workshops |
| Equipment | Office equipment | Computers, printers, furniture |
| Professional | Professional services | Legal, accounting, consulting fees |
| Payroll | Employee wages | Salaries, benefits, payroll taxes |
| Taxes | Business taxes | Income, property, sales taxes |
| Other | Other expenses | Miscellaneous business costs |
Choosing the Right Category
For Order Expenses
- Consider the expense purpose - Was it necessary to complete the order?
- Match to closest category - Use the category that best describes the cost
- Be consistent - Use similar categories for similar expenses
Example:
- Parking at client location → Parking
- Turnpike toll en route → Tolls
- Paper purchased for notarization → Supplies
For Agency Expenses
- Categorize by function - What business purpose does it serve?
- Use tax categories - Align with tax deduction categories
- Track separately - Keep personal and business expenses separate
Example:
- Office lease payment → Rent
- QuickBooks subscription → Software
- Liability insurance premium → Insurance
Subcategories
For more granular tracking, add subcategories:
Software Subcategories
- Accounting software (QuickBooks, Xero)
- Notary software (Notarial, DocVerify)
- Communication tools (Microsoft 365, Google Workspace)
- Design tools (Adobe Creative Cloud)
Marketing Subcategories
- Online advertising (Google Ads, Facebook)
- Print materials (business cards, brochures)
- Website hosting and domains
- Email marketing services
Travel Subcategories
- Airfare and transportation
- Hotel and lodging
- Meals and entertainment
- Conference fees
Category Best Practices
Do
- Use consistent categories for similar expenses
- Be specific enough for meaningful reports
- Align with your chart of accounts
- Review categories annually for relevance
Don't
- Create too many categories (keeps it simple)
- Use "Other" as a default (only for true miscellaneous)
- Mix personal and business expenses
- Change categories after expense is approved
Accounting Mapping
Categories map to general ledger accounts:
- Go to Integrations → Accounting
- Configure your Chart of Accounts
- Map each expense category to a GL account
- Save the mapping
Example Mapping:
- Parking → Account: 6010 - Parking & Tolls
- Rent → Account: 6200 - Rent Expense
- Software → Account: 6300 - Software & Subscriptions