Add an expense

What this does

Records something your business paid for: parts, fuel, software, insurance. You can attach the receipt, record the tax you paid (so it can be netted against the tax you collect), and link a job cost to the customer, project or work order it was for, so you can see what each job really cost.

Before you start

• You need permission to enter expenses (everyone except view-only members by default). Staff and Limited members see only their own expenses.
• Set up your categories and vendors first if you like. You can also add a vendor while entering an expense. See Expense settings.

Steps

1. Click Expenses in the left menu, then Add expense.
2. Fill in New expense:
   • Date (required).
   • Amount (pre-tax) (required) and its currency. Enter the amount before tax.
   • Category (required). Each one is marked Job cost (for a customer’s job) or Operating (running the business).
   • Vendor: who you paid. Pick one, or + Add new vendor…. If you start typing a name that is not in your list yet, + Add new vendor… stays at the bottom of the list so you can add it.
   • Description: for example “Printer ink”.
   • Repeats: leave Doesn’t repeat, or choose how often it recurs (for software, insurance, rent). See Expense subscriptions.
   • Taxes & fees paid: click Add row and pick a tax (for example GST (5%)). The amount fills itself in from your pre-tax amount; change it if your receipt differs. Choose Custom… for a one-off fee.
   • Tip (optional): not taxed, added to the total paid.
   • Attribute to: General expense, Customer, Company project or Work order. Choosing one shows a box to pick which (and, for a customer, an optional Project). The project list shows open projects only; tick Completed projects to pick a finished one, and narrow it with the Completed between dates.
   • Receipt (optional): Upload a photo or PDF, or pick one already in Photos & Files. Picking from Photos & Files needs permission to view files, and only lists files that aren’t already the receipt for someone else’s expense. Without that permission the picker shows no files; uploading still works. If AysOps AI is on, it reads the receipt for you. See Scan a receipt with AI.
   • Notes (optional): for you only.
3. Check Total paid and click Add expense.

On a phone, the search box stays at the top and the other filters fold behind Filters: tap Show to open them.

What happens next

The expense appears at the top of the list with its category, vendor and customer, the total and “CA$120.00 + tax”, and a paperclip if it has a receipt.

Click it to see the amounts and taxes, View receipt, a link to the customer (for example View Help Docs Test →), Edit and Delete. Delete asks once more: click Confirm delete (or Cancel).

Charging the customer for it

Linking an expense to a customer or work order doesn’t add it to their invoice: it shows what the job cost you. To bill the customer for the parts, add a line to their work order (see Add lines to a work order).

Find expenses

Use the search box, the date range, All types (Job costs / Operating), categories, vendors, and All / Customers / Company Projects / General. Type in the search box and press Enter to search; the other filters apply as soon as you pick them.

Related articles

• Scan a receipt with AI
• Expense settings
• Expense subscriptions