Adding an Expense

Bought software for a job? Paid for parking at a client meeting? Log it as an expense on the Project, so you know what the work really cost and can bill it back.

Add an Expense

1. Go to Expenses and click Add Expense. You can also use Add New › New Expense in the top menu.
2. Pick the Project.
3. Enter a Description, like Stock photos for homepage.
4. Pick a Category. See Expense Categories.
5. Enter the Amount ($) and the Date.
6. Fill in any of the optional fields below.
7. Click Add Expense.

Optional Fields

Field	What it’s for
Tax Paid ($)	Sales tax or VAT on the receipt. It’s tracked for your Tax Summary, not added to your Client’s Invoice.
Billable	Turn on to bill this expense to your Client. See Billing Expenses to Clients.
Markup Percentage (%)	Shows when Billable is on. Adds a percentage on top when you bill it, from 0 to 100.
Notes	Anything else worth remembering.
Receipt	Click Click to upload receipt to attach an image or PDF, up to 10 MB.

Your Expenses List

The Expenses page shows every expense with its category, amount, status and whether it’s billable. At the top you’ll see your Total Expenses, your Billable Total (including markup) and how many are Pending Approval.

Search, or filter by project, category, status, or billable vs. non-billable.

To change an expense, click its description.

Expense Statuses

Status	What it means
Approved	Ready to go. Billable approved expenses can be added to an Invoice.
Pending Approval	Waiting for someone to review it.
Rejected	Sent back by a reviewer.
Invoiced	Already billed to your Client.

When you add an expense yourself as the workspace owner, it’s usually Approved straight away. On a Team plan, expenses from people who can’t approve expenses start as Pending Approval until an owner or approver reviews them.

Related

• Expense Categories
• Billing Expenses to Clients
• The Project Page