Add an expense

Record each business cost as an expense so your profit figures are right, and so costs you pass on to clients can go straight onto their invoice.

Add an expenseCopy Anchor Link

1. Open Finance › Expenses and select New Expense.
2. To fill the form from a receipt, select Upload receipt. Agiled reads the amount, date and vendor when it can. Check them, then select Apply details.
3. Enter or check the Amount, Currency and Expense Date.
4. Choose a Category and Vendor, and add a short Description.
5. Add a Tax Rate if the cost includes tax.
6. Turn on Billable if you will charge it to a client, then choose their account. See bill costs back to clients.
7. Select Save Expense.

You're done when the expense is listed in Finance › Expenses with the right amount and date.

To attach more files later, open the expense and use Upload Attachment.

Bill costs back to clientsCopy Anchor Link

A billable expense waits until you add it to that client's next invoice with Import Expenses. Add a Markup percentage if you charge more than cost.

To use the same markup every time:

1. Open Settings › Finance and select the Expenses tab.
2. Under Markup on billable expenses, enter your Default markup.
3. Select Save Settings.

New expenses start with the default. You can still change it on each expense.

Mileage and repeat costsCopy Anchor Link

• Turn on Mileage expense to enter a Distance, Distance Unit and Rate per unit. Agiled works out the cost.
• Turn on Recurring Template for costs that repeat, such as rent or software. Set the frequency, start and end dates, and Max Occurrences if it should stop.
• Pause a repeat cost with Pause on the expense, and pick it up again with Resume. Nothing is filed while it's paused, and the ones missed aren't filed later; the next one comes on its usual schedule.
• Restart a finished one by extending its end date or Max Occurrences from Edit. The next expense is filed on its usual schedule from today.

Good to knowCopy Anchor Link

• If expenses need approval in your workspace, approvers use Approve or Reject on the expense. Expenses filed by a repeat cost wait for approval the same way.
• Your dashboard and Profit and Loss count only approved and paid expenses.
• To export expenses, open the actions menu next to New Expense and select Export CSV.

RelatedCopy Anchor Link

• Add many expenses at once
• Import invoices and expenses
• Profit and Loss report