Billing expenses to a client

An expense reaches a client's invoice once it's approved and billable. It's billed at exactly what it cost, in full.

Approve or send back

Admins and the Owner (shown as Portal admin in the app for now) review expenses that Team members log.

Go to Expenses and click Pending.
Open the receipt with the paperclip if there is one.
On the row, click Approve — or click the send-back icon, write a Reason (for example "No receipt for the taxi."), and click Send back.

The person who logged it sees the reason on the row. When they fix the expense or attach a receipt, it comes back to Pending. You can also approve an expense that was sent back.

the Expenses page filtered to Pending, with Approve on a row

Put expenses on an invoice

Approved billable expenses go on the draft when you create an invoice for the client — see Create an invoice from unbilled work. In the New invoice dialog:

Untick Include billable expenses to leave every expense off this invoice. They stay unbilled for the next one.
Only expenses filed under the projects you tick are included (expenses with no project come with No project), and only those dated within the period you choose.
A project's row shows how many expenses it has waiting and what they come to.

On the invoice they come after all the time lines, one line each: the date, the project (or Unassigned), the category if there is one, then what the expense was.

A client with only expenses waiting can still be invoiced; the client list in the New invoice dialog says Expenses waiting, no time tracked.
Expenses bill in full even for a client with retainer hours left — hours and money don't mix, so an expense never draws down a balance.
With All unbilled, the invoice's Billing period stretches to include the expense dates.

Pending, Sent back and Not billable expenses are never billed.

Correcting a billed expense

On a draft, an expense line's amount can't be edited. Remove the line (the expense becomes billable again), fix the expense on the Expenses page, then draft again.

Once the invoice is finalised, the expense shows Invoiced and is locked. To bill it again:

Void the invoice, if nothing has been paid — every expense on it becomes billable again.
Or issue a credit note that credits the expense line in full. Crediting part of it only lowers the price; the expense stays billed.

Deleting a draft also releases its expenses.