Track expenses
Expenses belong to a project, category, user and date. They can remain internal or be passed on to the client with other work.
1
Create an expense and receipt
Choose project, expense category and date. Flat categories ask for an amount and currency; quantity categories calculate quantity times the rate effective for the project currency and date.
- Open an editable expense to correct its project, category, date, flat amount and currency or quantity, note, billability and receipt. Changing a quantity expense's project, category or date reloads the configured rate.
- A quantity expense snapshots its unit, rate and once-rounded total. Managers may deliberately override a missing or exceptional rate.
- Open, replace or deliberately remove an existing receipt.
2
Manage expense categories
The Categories tab lists every expense category in the workspace. Managers can create, edit, archive and restore categories.
- New workspaces start with common categories in the selected language, such as travel, meals and software. Every default can be changed.
- Choose Flat amount when each expense gets a directly entered total. Choose By quantity for mileage or item-based expenses and define its unit once.
- A quantity-based category needs an all-time starting rate for every currency. The account currency is preselected for convenience, but it is not a fallback for other currencies.
- Add a dated rate when a price changes; it applies from that date forward. Categories are archived and restored rather than permanently deleted; after first use, their calculation type and unit remain fixed.
3
Billable and reimbursed
Billable controls whether an expense appears under uninvoiced work. Managers record reimbursement separately, even after an expense becomes financially protected.
- Expenses linked to an invoice are shown as billed.
- An editable expense that has not been reimbursed can be permanently deleted. Undo reimbursement first.
- Billed, invoiced or project-archived expenses keep their financial snapshot and cannot be deleted.
4
Use the expense report
Filter by text, client, project, category, user, billability, reimbursement, billing state, rate exception and date range.
- The summary shows total amount and open billable amount in each currency.
- The expense list lets managers mark selected expenses billed or unbilled. The detailed report also lets them refresh configured rates, reset overrides, set one exact-currency rate and change reimbursement. Page selection can extend to every expense matching the active filters.