Currency and cost categories

The Costs & currency page controls two things: the currency your organisation does its accounting in, and the list of categories your team uses when recording vehicle or shipment costs.

Before you start

• You need to be an admin.
• You're on Settings → Costs & currency.

Default accounting currency

Every money figure that's rolled up across the app (Financial summary, customer Outstanding, supplier KPIs, profit figures) is shown in your organisation's accounting currency. Individual cost rows can be entered in any currency and converted at the rate you record.

Pick your accounting currency from the list. The list covers every ISO-4217 currency code, so whatever your business uses, it's there.

Change it only when:

• You're setting up the organisation for the first time.
• Your business is genuinely switching accounting currency.

Changing it doesn't re-convert historical figures. Existing cost rows keep their original currency; the summary starts rolling up to the new accounting currency from then on.

Cost categories

Cost categories are the labels your team picks from when adding a cost to a vehicle. A sensible default list covers most businesses: purchase price, shipping, customs, workshop, detailing, other. You can:

• Add a category by typing a label and clicking Add.
• Remove a category from the list.
• Save to apply your changes.

Changes take effect immediately for new cost entries. Existing costs keep their existing category label.

Good practice

• Keep the list short. A handful of categories covers most businesses. Too many categories and your team won't be consistent.
• Reserve "Other" for genuinely miscellaneous items. If you find yourself using Other a lot, add a named category for what's actually happening.
• Don't rename categories you've been using. Every existing cost with that label will look unchanged, but a later export will show a different label than your reports if you renamed in between.

Where these settings show up

• Vehicle cost entry: Cost type dropdown uses your cost categories. Default accounting currency sets the rollup currency on the Financial summary card.
• Shipment cost entry: Shipment-level costs use a fixed category list (Container shipping, Port fees, Loading fees, Maritime insurance, Misc), which is separate from the vehicle cost categories you manage here.
• Customer outstanding and paid: shown in the accounting currency.
• Supplier KPI cards: shown in the accounting currency.