Expenses
Track business costs and receipts.
Expenses help you record business costs.
Create An Expense
- Open Finance > Expenses.
- Select the create action.
- Enter the amount and currency.
- Choose the expense date.
- Choose a category when one applies.
- Enter the vendor.
- Add a short description.
- Choose billable, mileage, or recurring options when needed.
- Add tax, reference, teammate, or custom fields if your workspace uses them.
- Save the expense.
After saving, open the expense detail or list row and confirm the amount, currency, date, category, and receipt. These are the fields most likely to affect reports and reimbursement review.
Expense Fields
- Amount: the cost amount. Mileage expenses can calculate from distance and rate instead.
- Currency: choose from configured currencies or enter a three-letter code.
- Expense date: the date the cost happened.
- Category: the reporting category for expense summaries.
- Vendor: supplier, merchant, or person paid.
- Description: short explanation of the expense.
- Reference: receipt number, transaction ID, or internal memo.
- Tax rate and tax inclusive: use these when the expense includes tax.
Bulk Create
Use bulk create when entering several expenses at once. Review each row before saving so categories, dates, and amounts are correct.
Use bulk create for statement cleanup or monthly expense entry. Use individual create/edit when the expense needs receipts, billable context, custom fields, or notes that require careful review.
Billable Expenses
Turn on Billable when the cost should be linked to a customer account and potentially recovered from the client.
When billable is enabled:
- Choose the account.
- Add a markup percentage if the client should be charged more than cost.
- Save the expense.
- Review the expense before adding it to an invoice.
Do not mark internal operating costs as billable unless they should appear in a client billing workflow.
Before invoicing a billable expense, confirm the customer approved the cost and that the markup policy is correct. Billable does not automatically mean the customer expects to see the charge.
Mileage Expenses
Turn on Mileage when the expense is based on distance.
Mileage fields include:
- distance;
- distance unit, miles or kilometers;
- rate per unit.
Use the same unit and rate policy across the workspace so reports remain consistent.
Recurring Expense Templates
Turn on Recurring when the same expense repeats.
Recurring fields include frequency, interval, start date, end date, and maximum occurrences. Use this for predictable costs such as subscriptions, rent, retainers, or monthly tools.
Review recurring templates periodically so ended services do not keep generating new expenses.
Assign an owner for recurring expenses. The owner should cancel or update the template when a subscription changes price, payment method, vendor, or renewal status.
Receipts
Attach receipts to expenses so finance records can be reviewed later. Use clear file names and attach the receipt directly to the expense record.
Good receipt names include the date, vendor, and amount, such as
2026-05-18-adobe-59-usd.pdf.
Review Before Month End
Before exporting or reviewing reports:
- confirm dates and currencies;
- add missing categories;
- attach receipts;
- check billable expenses are linked to the right account;
- check tax rates and tax-inclusive settings;
- remove duplicates from bulk entry.
Also compare large expenses against receipts or bank records before sharing reports. A single mistyped amount can distort Profit and Loss and Expense Summary reports.
Troubleshooting Expenses
If expense reports look high, check duplicate bulk entries, recurring templates, wrong dates, and expenses entered in the wrong currency.
If billable expenses do not appear where expected, confirm the account link, billable flag, invoice workflow, and whether the expense has already been included elsewhere.