Expenses

In short. An expense records money your team spent, such as travel, hardware or a software licence. You can tie it to a lead, a project or an invoice and mark it billable. Right now you record expenses through the API.

Who it is for. Teams that want a record of delivery costs next to their clients, and developers who sync expenses from another tool.

Where it lives

Opens from a record or another screen

Plans

SoloEssentialsGrowthScale

Permission

Expenses

Open the app ↗

What it does

• Stores an expense with a name, a category, an amount, a currency, a date, notes and an optional tax percentage.
• Links it to a lead, a project and an invoice, each optional.
• Marks it billable or not billable; new expenses are not billable unless you say so.
• Keeps a link to the receipt, if it is stored somewhere else.
• Lets you list expenses and filter them by category, lead, project or billable flag.

What it does not do

• It has no screen in the app yet. There is no Expenses page; you use the REST API.
• It does not add billable expenses to invoices. Marking an expense billable or linking it to an invoice does not change the invoice. Add the cost as an invoice line yourself.
• It does not count towards a project’s budget or appear in reports.
• It does not store receipt files. Keep receipts elsewhere and save the link.
• It does not have a fixed list of categories. The category is free text, so agree on names as a team.

Set it up

1. Check your role. By default, Admin, Super User, Manager and Employee can record and edit their own expenses; only Admin and Super User can delete them.
2. Create a personal access token; see API access.
3. Call the expenses part of the REST API, described on the developer site.

Works the same on mobile.

Use it day to day

Say Raj Malhotra flies to Meridian Health for a kick-off workshop on the Meridian rollout project.

1. Record an expense named “Flight to Meridian Health kick-off”, category “Travel”, amount 420, the travel date, linked to the Meridian Health lead and the rollout project, and marked billable.
2. Review expenses for the project by listing them filtered by that project, or only the billable ones.
3. Bill the client by adding a matching line to the next invoice from Billing → Invoices; see Invoices.
4. Correct an expense by updating it, or ask an admin to delete it.

Rules and limits

Rule	Value
Plans	Essentials, Growth and Scale
Who can record and edit	Admin, Super User, Manager and Employee by default
Who can delete	Admin and Super User by default
Where	REST API only
Name	1 to 500 characters, required
Category	1 to 200 characters of free text, required
Amount	more than zero
Currency	three-letter code; US dollars by default
Date	required
Tax	0 to 100 percent
Notes	up to 5,000 characters
Receipt	a web link, not a file
List page size	up to 100 per page

Troubleshooting and FAQ

I cannot find Expenses in the app. There is no screen for expenses yet. Use the API, or ask your developer to.

A billable expense is not on the client’s invoice. Expenses are not added to invoices automatically. Add a line for it on the invoice.

“Amount must be positive”. Enter an amount greater than zero. To record a refund from a supplier, adjust the original expense instead.

Can I attach the receipt? Not as a file. Save the receipt in your file storage and put its link on the expense.