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Client loginالعربية Amman, Jordan[email protected]+962 795 900 124

Expenses

Record an expense

Record what the company spent, get it approved, and see what is still waiting: on a person, on a receipt, or on an invoice to the customer.

Where

Expenses › Overview and Expenses › Expenses

Who

People whose role may see expenses record their own; approvers decide.

The two screens

Expenses overview opens first. It shows what was spent in the period: Total, Billable, Non billable, Billed, Not invoiced, Pending approval, Receipt required, none attached, Recurring and Could not be judged (no exchange rate on the expense's date). Under them, Needs attention lists people warned or blocked by an expense rule, and Top categories this period shows where the money went. Open the list takes you to every expense.

Expenses overview: the figures, what needs attention and the categories

The list, Expenses, carries the same figures as cards: press a card to see only its rows. Narrow further with From, To, Category and Payment Mode. Import, Export and Columns are above the table. Each row shows the Amount, Status, Name, Date and Customer, with its category, whether it is billable and the staff member under the name.

The Expenses list with its cards
The list narrowed to one category

Record one

1
Press + Record Expense. Type the Name, choose the Expense Category, the Expense Date, the Amount and the Currency. The form names what is still needed before it can be saved.
The Record Expense form
2
Attach the receipt: drop it on the form, or press Upload from your phone. Add a Note for your own team and the Vendor if you know it.
3
If the customer pays for it, tick Billable to customer and choose the Customer.
4
Under Advanced Options you can add the Project, Tax 1 and Tax 2, the Payment Mode, a Reference #, and tick Repeat this expense for a cost that returns, such as rent. Press Save.
5
An approver presses Open on its row and then Approve or Reject on the expense's own page: see the expense's page.

An expense is Pending, Approved, Rejected or Void. Once approved, its amount, date, category and currency are fixed: reject it first to change them. An expense in another currency is converted at the rate of its own date.

With Flowrica

Press Guide me: Flowrica points at + Record Expense and offers to record the expense with you, one question at a time. Nothing is saved until you press the form's own button. You can also ask her about the screen, for example what was spent in a period and what was billed on to customers.

Next: Bill an expense to the customer