Expenses
Expenses track money going out — vendor bills, subscriptions, one-off purchases, and reimbursements. Each expense can be assigned to a project (so cost rolls up into project profitability) and paid from a specific pay account (so balances stay accurate).
Recurring expenses generate fresh expense records on their cadence so you never miss a monthly subscription.
Step-by-step
- 1Open the Expenses page
From the sidebar, click Expenses. The list shows date, vendor, amount, project, and status. Use the date range and status filter at the top to narrow down.
- 2Record a one-off expense
Click Add Expense. Pick the vendor, set the date, amount, and tax. Choose a project if it's billable to a client, and a pay account if you've already paid it. Save.
- 3Attach receipts
Drag a PDF, JPG, or PNG into the Media section. Receipts are uploaded to S3 and linked to the expense — useful at tax time.
- 4Set up a recurring expense
Open any expense and click Make Recurring. Pick the frequency (weekly, monthly, quarterly, etc.). The system generates a new expense record before each due date so it appears on the dashboard in time to pay it.
- 5Mark as paid
Edit the expense, set Status to Paid, and choose the pay account the money came from. The pay account's balance drops by the expense total.
- 6Reverse or cancel
Editing the pay account on a paid expense automatically reverses the old debit and applies a new one — balances stay correct. Setting status back to Pending also restores the balance.
Tag every billable client expense with a project — it surfaces in the project's profitability report. Recurring expenses generate ~7 to 28 days ahead of the due date so they're visible while you can still plan cash flow. Add the vendor's GST/VAT number on their Vendor record once — it auto-fills tax fields on every future expense.
Access groups → `expenseView`, `expenseAdd`, `expenseEdit` to control who can see and modify expenses. Vendors are managed under the Vendors section; only users with expense permissions can add new ones.