The Expenses module enables you to manage and track your organization's business related expenses, whether they are goods, or services. Expense records also support billing them to your clients, so you can pass along the costs directly through your invoices. Effective use of the expense module can help you track and monitor your organization's cash flow, and keep up with your taxes.
When you select the Expenses module from the navigation menu on the left hand side of the screen, by default you will be taken to the table view listing and sorting all available expense records.
From the table view you can sort expense records by the various columns at the top of the table. With the Columns button in the bottom right of the table view, you can add/remove columns from the table. You can use the filter and status buttons in the bottom left to change visible records listed. A kebab menu to the left of each entry in the table shows a list of available management actions you can take against an expense record, such as editing, cloning to a new expense record, invoicing the expense, or cloning to a new recurring expense record.
Simply click on an entry from the table to view the preview panel for that expense record.
You can use the "Edit" button at the top of the preview panel to edit the expense record. You can use the kebab menu in the top right corner of the panel to see a list of management actions that can be taken against the expense record, such as invoicing the expense, cloning the expense record, or deleting it. At the bottom of the expense preview panel, you will find two buttons to "Invoice Expense" and "Clone". Invoice Expense will create a new invoice record with the expense details automatically entered as a line item on the invoice. Clone will create a new expense record with the same details as the existing expense record, for today's date.
The preview panel for an expense record has all the details about the record broken into two tabbed sections, as follows:
Here you can see the total cost of the expense, and the state of the expense at the top. Multifunctional interactive buttons in a list will connect you to the vendor, client, project, user, and invoice that are linked to the expense record. Public and private notes appear highlighted, prefixed by a lock icon to indicate a private note, or a small "i" in a circle to indicate a public note. The bottom of the overview tab displays the date of the expense, tax rate, and payment information for when and how your organization paid the vendor.
The Documents tab supports uploading files such as documents, pictures, and more to allow you to share them with the client when attached to an invoice (if enabled) or with other users of the admin portal.
In the desktop layout, editing or creating an expense record will take you to a new screen with all available fields displayed at once. In the mobile layout, editing or creating an expense record will open another screen with tabs, organized similar to how they appear in the desktop layout, as described below:
Note that when you view your reports, expenses will be categorized by the currency of the expense/vendor, not the currency selected under "Convert Currency". If you wish to consolidate your profit and loss totals under one currency, you should select your own currency for each expense record, and use the converted amount for the expense amount, leaving any reference to a foreign currency out of the record details.
The following describe the lifecycle of an expense record
An expense's default state is Logged, when an expense is created. An expense is marked logged whether or not you have reported that you have paid the vendor for the expense yet.
An expense that has Should be Invoiced enabled, making it billable to a client, is automatically changed to a Pending state.
An expense record is automatically changed to Invoiced after the expense has been added to a client invoice. Note that an expense is marked Invoiced simply by being on an invoice, and its state doesn't change whether or not that invoice has been paid for by the client. The overview tab of the expense record's preview panel will link you to the invoice that expense is attached to.
An expense record can manually be archived, which simply hides it from view in the table or list of active expenses. The details of archived expenses are still included in reports. You can view archived expenses by changing filters in the table view, and you can use the "Restore" function to return an archived expense to its former state.
An expense record can manually be deleted, which will remove it from view, and remove it from any reports as well. Deleted expense records can be seen by changing your filters when viewing the table or list of expenses, and using the "Restore" function can return the deleted expense record to its former state.
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