Start here
Set up your business
On this page
Before the first claim, the owner names the business, adds the expense categories and adds the people. Everything here lives in Settings, and only the owner can change it.
The business
In Settings, under Business:
| Field | What it does |
|---|---|
| Business name | The name people see. |
| Currency | One currency for every claim, for example AUD. It is fixed once claims exist. |
| Timezone | For example Australia/Sydney. |
| Mileage rate per km | Mileage is priced at kilometres times this rate. The ATO cents-per-km rate for 2025–26 is 0.88. |
| Per diem per day | Leave it empty if you do not pay per diems. |
| Receipts required above | A purchase above this amount needs a receipt. Leave it empty to require a receipt for every purchase. |
Choose Save business.
Expense categories
Add the categories your accountant expects. Each has a Category name, an Account code, a Tax code (for example GST or GST Free) and an optional Limit per expense. The account and tax codes travel with every accounting line, so the bookkeeper can import the file without retyping.
A limit is checked against the whole amount of an expense in that category, however it is split. An expense over its limit needs the employee's explanation before they can submit it.
To stop using a category, choose Change and untick In use. Past claims keep it.
People
Add each person with their Name, Email and Roles:
- Employee makes claims.
- Manager approves the claims of the people who report to them.
- Finance makes reimbursement batches, exports them and records payments.
Every employee needs an Approving manager. Then choose Invite: Coaster emails them a sign-in link. A person you untick Active for loses access at once, and so does any agent key they made.
Then
People sign in and start claims. Claims and receipts is the page to share with your team.