Adding an Expense

To add a new expense, click on the left side menu item labelled Expenses and => Record Expense.

  • Name – Enter expense name. This field can be filled for personal usage to easily recognize the expense, also if the expense is billable and you add the expense name, the name can be also added to the invoice item long description when billing the expense.
  • Note – for personal usage,  if the expense is billable and you add a note, the note can be also added to the invoice item long description when billing the expense.
  • Category – Select the expense category.
  • Date – Add the date when the expense is paid.
  • Amount – Expense total amount.
  • Customer – Select customer if this expense is tied to a customer (see below for currency notes)
  • Billable – After you select a customer (if applicable) the new checkbox will be shown Billable, you can check this option if the expense is paid/should be paid by the customer.
  • Project – After you select a customer and this customer has a project, a new dropdown will be shown to select a project for this expense.
  • Currency – See below for currency notes.
  • Tax – you can add tax to this expense, currently supports 2 taxes.
  • Payment Mode – Select the payment mode from where this expense is paid.
  • Reference # – Add reference number if applicable.
  • Repeat every (recurring expense) – if the expense is recurring you can configure this expense to be recurring and to be re-created based on the configuration set by the system admin while configuring the recurring options. The recurring expenses require specific configuration by the system admin.

* NOTE:

By default, the expense amount will be in your base currency. If you choose this expense to be billable, the currency will be changed according to the customer's currency

Important info about CURRENCY

  • When you record an expense to your company (not a customer) – the base currency is used.
  • When you record an expense to a customer and it’s not billable – the base currency is used.
  • When you record an expense to a customer and it's billable – the customer currency is used
  • When you record an expense that is linked to a project – the project currency is used (either customer currency if configured, or the system's base currency)