Record expenses and receipts

An expense is money you spent for a client, such as a part, a ticket or a fee. You can attach the receipt and add a markup. If you mark the expense rebillable, it goes onto a draft invoice with its markup. If not, it stays a record of your own cost and is never billed.

Note: Expenses are a plan feature. Owners, admins and staff can add and change them. If your plan does not include them, a new expense is refused. On the web the message may only say you do not have permission.

Add an expense on the web

1. Open Expenses in the Capture group of the sidebar.
2. Select Add expense.
3. Choose the Client and the Date.
4. Enter the Amount spent. It must be more than zero.
5. Enter the Markup %. It starts at zero. Use a plain number such as 15, with up to two decimals. A markup cannot be negative. The dialog shows the Rebilled amount as you type.
6. Pick the Vendor from your list, or choose Add new vendor to create one. Adding a vendor needs the vendors feature in your plan. You can also add a Category, a project and a description if you like.
7. Leave Rebillable ticked to bill it to the client. Untick it to keep the cost to yourself.
8. Under Receipt, choose a photo or PDF. The box says the file can be an image or PDF up to 10 MB.
9. Select Save.

The expense is saved first and the receipt uploads after. If the upload fails, the dialog says the expense is saved but the receipt did not upload. Select Save again to retry. It updates the same expense and does not make a second one. To replace a receipt later, open the expense and choose another file.

What the receipt does

The receipt stays with the expense. The list marks an expense that has one with the word "receipt". The web page does not open the file today. The receipt is not attached to the invoice, and your customer never sees it.

How the markup works

The amount on the invoice is the amount spent plus the markup, rounded to the nearest cent (or the smallest unit of your currency). The Rebill column shows that amount for rebillable expenses. A discount is not a negative markup. Take a discount off the invoice line instead.

The expense uses your workspace currency. An expense in a different currency from the invoice is left out when you bill it.

Tax on the invoice line

The web form has no tax field. The phone form has a Tax choice, and the expense carries it to the invoice line. When there is none, check the tax on the draft before you send it.

On your phone

Open More, then Time & expenses, choose Expenses and tap Add. You enter the amount, vendor, category, notes and tax. Bill to the client starts off, and you turn it on for each expense you want billed. Markup percent (optional) applies only to billed expenses. The Add form on the phone has no receipt box, so add the receipt on the web, or photograph it in the phone's Capture area. See Time and mileage on your phone.

Edit and delete

Any owner, admin or staff member can edit or delete an expense that is not billed yet. Deleting asks you to confirm. A billed expense cannot be changed or deleted. If you remove its line from the draft, or void the invoice, it becomes unbilled again.

To bill your expenses, read Bill time, mileage and expenses.