Expenses

Overview

Expenses track business costs from the web or mobile app. Each expense can include a receipt, connect to a job, use an accounting code, and be reimbursed to a team member.

Open Expenses.

Record an expense

Expenses can be recorded from the Expenses page or directly from a job.

Record an expense from the Expenses page

1. Open Expenses.
2. Select New expense.
3. Choose manual entry or supplier-invoice upload.

Record an expense from a job

1. Open Jobs.
2. Select the job.
3. Scroll to Costs or Expenses.
4. Select New expense.

The job is selected automatically on an expense created from its page.

Add expense details

Each expense can include:

• Expense date: Defaults to today and can be changed.
• Expense name: Frequently used names can autocomplete.
• Expense details: Optional context.
• Expense amount.
• Reimburse to: Team member who paid personally.
• Job: Active job receiving the cost.
• Accounting code: Expense category configured in settings.
• Receipt: Image or file documenting the purchase.

Review the job and reimbursement selection carefully because both job costing and payroll reimbursement use these fields.

Expense settings

1. Open Expense Tracking.
2. Review the accounting-code list.

To add a code:

1. Select New code.
2. Enter the code name.
3. Save.

To rename or update a code:

1. Find it in the list.
2. Select Edit.
3. Make the change.
4. Save.

Accounting codes make expense reporting and export categorization consistent.

Report on expenses

Open the report in either way:

1. Open Expenses and select View report, or
2. Open Expenses and Reimbursements Report.

Sort by Client name or Job number to group related costs.

Use Columns to add or remove:

• Item name.
• Details.
• Total.
• Entered by.
• Reimbursable to.
• Job number.
• Job address.
• Date.
• Client name.
• Job description.
• Accounting code.
• Open expense action.

Mark reimbursable expenses as paid

A reimbursable expense means a team member paid personally and needs repayment.

1. Open Confirm Payroll.
2. Select the team member awaiting payment.
3. Review their reimbursable expenses.
4. Select the expenses that have been reimbursed.
5. Use the quick actions to select all or none.
6. Select Mark paid.

Mark Paid also approves the selected employee time when approval is still outstanding. Payroll confirmation is final, so verify both time and reimbursements first.

Upload expenses using supplier invoices

Supplier invoices can be uploaded and converted into reviewed draft expenses.

1. Open Expenses.
2. Select New expense.
3. Drag PDF supplier invoices into the upload area or choose them from the file picker.
4. Upload up to 25 documents.
5. Select Upload.
6. Open Uploads to monitor extraction.
7. Review the supplier, invoice number, amount, purchase order, and matched job.
8. Select Approve or Discard.

See Automated job costing for upload statuses, filtering, sorting, and error handling.