Expenses

Expenses track money your company spends. You can record each expense with a category, a project, an attached receipt and the bank account it was paid from, route it through an approval step, and set up recurring expenses for costs that repeat.

Where to find it›Finance›Expenses

This menu item appears if your company has the expenses module enabled and your role has view access. Expense reports (Income vs Expense, and the Expense report) are separate menu items.

How to record an expense

Go to Finance → Expenses and click Add Expense.
Enter the Item Name.
Choose the Currency and confirm the Exchange Rate (auto-filled).
Enter the Price.
Set the Purchase Date.
If you can record on behalf of others, choose the Employee; otherwise it defaults to you.
Select a Project if the expense relates to one.
Choose an Expense Category (use the Add button to create a new one if you have permission).
Optionally fill in Purchase From (the vendor) and select the Bank Account it was paid from.
Add a Description and attach a Bill/receipt file.
Save.

Expense fields

Field	Meaning	Required
Item Name	What was purchased	Yes
Currency	Currency of the expense	Yes (defaults to company currency)
Exchange Rate	Conversion rate to your base currency	Yes (auto-filled)
Price	The amount spent	Yes
Purchase Date	When it was bought	Yes
Employee	Who the expense belongs to	No (defaults to you; selectable only with full add permission)
Project	Related project	No
Expense Category	The category it falls under	No
Purchase From	The vendor/supplier	No
Bank Account	The account it was paid from	No (only if allowed by permission)
Description	Notes about the expense	No
Bill	Receipt/attachment (txt, pdf, doc, xls, xlsx, docx, rtf, png, jpg, jpeg, svg)	No

Approval workflow

Expenses move through three statuses:

Status	Meaning
Pending	Awaiting approval.
Approved	Approved (the approver's name is shown on the expense).
Rejected	Declined.

When an admin records an expense, it is approved automatically.
Expenses recorded by other roles start as Pending.
To approve or reject, you need the Approve expenses permission. You can change status from the dropdown on each row, or use the Change Status bulk action to update several at once.
Filter the list by All, Pending, Approved or Rejected.

Expense categories

Categories keep your spending organized.

On the expense form, click Add next to the Category dropdown (or open category management).
Enter a Category Name.
Optionally assign the category to one or more roles — only those roles will see it. If you assign no role, the category is available to all non-admin roles.
Save.

You can rename or delete categories from the same management screen (requires the manage-expense-category permission).

Recurring expenses

For costs that repeat (rent, subscriptions, etc.), use Recurring Expenses (button on the expenses list):

Click Recurring Expenses, then add a new recurring expense.
Fill in the normal expense details (item, price, currency, category, project, etc.).
Set the recurrence:
- Billing Frequency — Daily, Weekly, Bi-weekly, Monthly, Quarterly, Half-yearly or Annually.
- Start Date — when the schedule begins.
- Total Count — how many expenses to generate (a negative number means unlimited).
- Immediate Expense — tick to also create an approved expense right now.
Save. The schedule is set to Active and generates expenses on the chosen frequency. Each recurring entry has an Expenses tab listing what it has generated.

Creating and editing recurring expenses requires the manage-recurring-expense permission.

Importing expenses in bulk

Use Import Excel on the expenses list:

Click Import Excel.
Download the sample import file and fill it in.
Upload your .xlsx file and indicate whether it contains a header row.
Process the import — large files are handled in the background.

Bank account linking

Choosing a Bank Account on an expense records a matching transaction against that account and adjusts its balance, so your bank balances stay accurate. (Expenses cannot currently be marked billable or attached to a contact's invoice.)

Permissions

View expenses — see expenses.
Add expenses — record expenses (and import).
Edit expenses — edit expenses.
Delete expenses — delete expenses.
Approve expenses — change an expense's status.
Manage expense categories — add and manage categories.
Manage recurring expenses — create recurring expenses.
Link expense bank account — choose a bank account on the expense form.

Tips

Always attach the receipt — approvers and audits will thank you.
Use role-scoped categories so each team only sees the categories relevant to them.
Set up recurring expenses for fixed monthly costs so they're never forgotten, and use a negative Total Count for ongoing subscriptions.
Pick the correct bank account so the expense flows through to that account's balance and statements.