Expenses

Expenses capture project or client-related spend. They may be reimbursed, billed to clients, or used for cost tracking.

The list at /expenses shows reports, not individual entries.

Navigation

• Expense reports: /expenses
• Report detail: /expenses/{id}
• Settings: /settings/expenses

Expense Reports and Entries

An expense report groups entries for submission and approval. Create a report first, then add entries on the report.

For exact required fields, accepted values, relationships, and validation rules, see Expenses Field Reference.

Report Fields

Field	Meaning
Title	Short report summary.
Status	Draft, submitted, approved, rejected, returned, or invoiced.

Entry Fields

Field	Meaning
Incurred date	Day the spend happened.
Amount and currency	Cost being submitted.
Category	Type of expense.
Project	Optional project, phase, milestone, or task.
Vendor	Who was paid.
Payment method	Personal, company card, cash, or other.
Receipt	Supporting attachment.
Billable	Whether the expense can be passed to the client.
Markup	Optional markup percent for billing.
Status	Pending, approved, or rejected.

Report Status

Status	Meaning
Draft	Still being prepared.
Submitted	Waiting for review.
Approved	Accepted.
Rejected	Declined.
Returned	Sent back for changes.
Invoiced	Included on a client invoice.

Common Workflows

Submit an Expense Report

1. Open Expenses.
2. Create a report and add a title.
3. Open the report.
4. Add entries with date, amount, category, and project.
5. Attach receipts if required.
6. Mark billable if the cost should be billed to the client.
7. Submit for approval. You can pick an approver and add a note.

Approve an Expense Report

1. Open Approvals or Expenses.
2. Review amount, category, receipt, and project.
3. Approve, reject, or return. Return and reject require a reason.
4. Approvers can also approve or reject individual entries.

Settings

Configure Expenses at /settings/expenses:

• Enable the module and personal expenses.
• Require receipts.
• Numbering prefix and next number.
• Approval and approvers.
• Default markup and whether billable expenses count in cost.
• Tracking level: project, phase, milestone, or task.
• Categories: name, billable default, default markup, and active.

Approval Rules

Only pending expense approvals should be approved, rejected, returned, or reassigned. Approved and rejected requests are final unless your organization uses an adjustment or reversal process.

Related Docs

• Approvals
• Expenses Field Reference
• Projects
• Invoices
• Financial Configuration