Record expenses incurred on projects, and include them in invoices.
You can also use expenses to record fixed fees (eg. day rates, retainers, overtime pay, reimbursements , salaries, etc.), and expenses that are unit-based (eg. hours, mileage, days, materials, etc.)
Expenses is an extra feature, which you can enable by upgrading your workspace to Pro or Enterprise plan. You can try out the feature for free by activating the free 7-day trial (no credit card required).
Adding expenses #
To use Expenses, first go to workspace settings and enable "Activate expense tracking"
- Click Expenses in the sidebar
- Click "Add expense"
- Choose date, project, and category
- Enter amount (or unit)
- Enter note with more information (optional)
- Upload receipt (optional)
- Save expense
For expenses that have unit, users enter unit (eg. miles) and total amount is automatically calculated based on that categories' amount per unit.
Each expense inherits billable status from its project, which you can change on a per expense basis.
You can see other people's expenses by clicking on the Teammate picker in the upper right corner.
You can edit existing expenses or delete them by clicking on the three dots next to the expense.
If you lock timesheets past a certain date, it will also affect expenses, meaning regular users won't be able to edit or add new expenses for past locked dates.
You can view expense's receipts by clicking on the attachment icon.
Supported file formats for attachments: .png, .gif, .pdf, .jpg and .jpeg. Max file size: 5MB.
Who can add and see expenses #
- Each user can see and add their own expenses.
- Team managers can see and add expenses for their team members
- Admins can see and add expenses for everyone.
Expense categories #
Admins can create new expense categories by:
- Click Expenses in the sidebar
- Click on cog wheel icon (Settings)
- Click "Add category"
- Enter category name
- Click "This expense has a unit price" if you wish users to enter unit instead of total sum (eg. miles), name the unit, and enter price per unit
- Click "Create"
You can update, archive, restore, and delete a category by clicking on three dots.
When a category is archived, users won't be able to create new expenses for it, but all existing expenses will remain unchanged.
To delete a category, you first need to archive it, and then you can delete it. When a category is deleted, all expenses for it will become uncategorized.
Invoicing expenses #
- Open an invoice
- Click "Import time and expenses"
- Select date and projects
- Enable "Include expenses"
- Choose how you wish expenses to be displayed (display each expense as a new line item, or group them by project, user, or category)
- Click import
Only billable expenses are imported into invoice.
If an expense has unit, unit column will take the unit from the expense and the price column will take price from the category. Expenses that don't have a unit will be displayed as one unit.
Imported time will be displayed as "Service" item type, and expenses as "Product" item type. You can customize name of item types in invoice settings, as well as hide the column from PDF.
Each imported expense will be marked as invoiced so you don't accidentally invoice same expense twice. If you remove a line item that contains imported expenses (or delete the whole invoice), those expenses will be marked as uninvoiced
Expense report #
Break down and filer expenses by category, project, user, or date, edit them, and export everything (including receipts) in PDF or Excel.