Add an expense
Record a cost against a client. Choose a category, enter the amount and description, set the date, and decide whether it's billable.
Record a cost so you can track it and, if you like, bill it back to the client.
- Role
- OwnerAdminManager
Expenses are a manager-tier feature. Members can't see or add expenses.
Add an expense
Open Expenses
Go to Expenses in the sidebar (/expenses) and choose Add expense.
Fill in the fields
| Field | Notes |
|---|---|
| Category | Pick from Travel, Meals, Software, Equipment, Contractors, or Other. Choosing Other reveals a free-text custom label, and any custom categories you've used before are offered. |
| Amount | Must be greater than 0, up to 2 decimal places. |
| Description | Required. Up to 500 characters. |
| Date | The date of the cost. |
| Billable | On by default. Decides whether the cost can go on an invoice. |
| Client | Required. The client this cost belongs to. |
| Project | Optional. Must belong to the chosen client. |
Save
Click Save changes. The expense appears on the list.
Currency
An expense's currency is not editable — it snapshots the client's currency when you create it. This keeps the cost in the same currency you bill that client in, which matters when you add it to an invoice.
The Billable toggle shows a helper: "Can be billed to a client invoice." when on, or "Won't be billed." when off. See Billable expenses.
What happens next
The expense lands on the expense list, where you can filter and review it. If it's billable, you can later add it to a draft invoice. See Add to an invoice.
Troubleshooting
- I can't pick a project. Choose the client first — the project list is limited to that client's projects.
- The amount won't save. It must be greater than 0 with at most 2 decimals.
- The description is rejected. It's required and capped at 500 characters.
Expenses overview
Record costs against a client and optionally bill them on an invoice. Expenses are a manager-tier feature, hidden from Members.
Billable expenses
The billable toggle decides whether a cost can be billed back to a client on an invoice. Only billable expenses can be added to an invoice.