Log an expense

Log money you spent on a client's behalf — a taxi, a filing fee, a courier — so it can be billed to them.

1. Go to Expenses in the main menu and click New expense.
2. Pick the Client. Only active clients are listed. The amount is in that client's currency.
3. Optionally pick a Project of theirs, or leave No project.
4. Set the Date you spent it and the Amount.
5. Under What was it, write what the client will read — for example "Taxi to the client site".
6. Optionally choose a Category (Expense categories) and add a Note for whoever approves it.
7. Optionally click Attach a receipt — a photo or PDF (JPG, PNG, HEIC or PDF, up to 10 MB).
8. Leave Bill this to the client ticked to bill it, or untick it if the agency is absorbing the cost.
9. Click Log expense.

Billable or not

Bill this to the client follows the project: it starts unticked for an internal project and ticked otherwise, including when there's no project. You can always change it. Expenses you don't bill show a Not billable badge and never reach an invoice.

Approval

• If you're an Admin or the Owner (shown as Portal admin in the app for now), your expense is Approved straight away.
• If you're a Team member, it's Pending until an Admin approves it or sends it back with a reason.

Only approved, billable expenses reach an invoice — see Billing expenses to a client.

Your list

The Expenses page shows All, Pending, Approved or Sent back. Team members see only the expenses they logged; Admins and the Owner see everyone's. Click the paperclip to open a receipt. Export CSV downloads the list.

Edit or delete

Use the ⋯ menu on a row, then Edit or Delete.

• An expense that was Sent back shows the reason. Fix it and save — or just attach the missing receipt — and it goes straight back to Pending.
• If a Team member changes the client, project, category, date, title, note, amount or billable box on an approved expense, it goes back to Pending for approval again. Adding a receipt doesn't.
• Deleting an expense also deletes its receipt, and it can't be restored.
• Once an expense is on an invoice it shows Invoiced and can't be edited or deleted.

To swap or remove a receipt, open Edit and use the icons beside the file.