Create Expenses
Record costs, mileage, billable expenses, and recurring expenses.
Expenses track money your business spends. Create an expense when you need to record a vendor cost, reimbursable charge, mileage, or recurring cost.
Record expenses close to when they happen. Delayed entry makes receipts harder to find and finance reports harder to trust.
Create an Expense
- Open Finance > Expenses.
- Select Create Expense or New Expense.
- Enter the amount and currency.
- Choose the expense date, category, and vendor.
- Add a description.
- Turn on billable, mileage, or recurring options when needed.
- Save the expense.
Create the expense under the correct workspace and customer context before uploading receipts. Moving evidence later is harder than entering the expense in the right place first.
What to Enter
Amount and Currency
Enter the actual cost. Use the currency shown on the receipt or payment record.
Expense Date
Use the date the expense occurred.
Category
Choose the category that best describes the cost. Categories make reporting
easier.
Vendor
Enter the supplier, merchant, or person paid.
Description
Describe what the expense was for.
Use descriptions that help finance understand the business purpose later, such as “Client site visit parking” or “Software subscription for design team.” Avoid vague text like “misc” when the expense may be reviewed or reimbursed.
Billable
Turn this on when the expense should be billed back to a customer. Choose the
customer account and add markup if your business charges one.
Mileage
Turn this on for mileage expenses. Enter distance, unit, and rate.
Recurring
Turn this on when the expense repeats on a schedule. Set the frequency, start
date, end date, and maximum occurrences if needed.
Attach Receipts
Attach a receipt when the expense needs audit support, reimbursement review, or month-end verification. Check that the receipt date, vendor, currency, and amount match the expense.
If the receipt includes multiple purchases, note which line belongs to the expense. Finance reviewers should not have to infer the reimbursable or billable portion from the receipt alone.
Project And Client Context
When an expense belongs to client delivery, link it to the right customer, project, or task where available. This makes billable expense review and profitability reporting easier.
If the expense is reimbursable, add enough detail for the approver to understand who should be reimbursed, why the cost happened, and which receipt proves it.
Billable Expenses
Use billable expenses only when the cost should be recovered from a customer. Select the correct customer or project and review markup before invoicing.
Before invoicing a billable expense, confirm the receipt, customer agreement, markup, tax handling, and project or account link. Customers should be able to understand why the cost appears on their invoice.
After invoicing a billable expense, check that the expense is no longer treated as unbilled in your review process. This prevents the same receipt from being charged again.
Troubleshooting
If an expense does not appear in reports, check the expense date, currency, and category.
If a recurring expense creates too many records, review frequency, start date, end date, and maximum occurrences.
If the expense belongs to the wrong category or currency, fix it before month-end reports or reimbursements are reviewed. Reports are only useful when source expense records are clean.
Before Month-End
Before closing a period, review expenses missing receipts, vendor names, categories, project links, and billable flags. Fix the source records before exporting finance reports or sending reimbursement approvals.