Record expenses and supplier bills

Open the finance menu in the top bar and choose Expenses. The totals at the top show Total cost of goods, Total sales, Total profit and Total Outstanding. Each expense shows its dates, supplier, reference, organisation, purchaser, cost and billed amount.

• Reimbursable – paid personally by an employee and owed back to them.
• Chargeable – passed on to the client. A Markup can be added, so the billed amount is higher than the cost.

1. Open the finance menu and choose Expenses.
2. Check the totals for cost of goods, sales and profit.
3. Click New Expense.
4. Choose the type: Supplier Invoice, Employee Reimbursement, Company Card Expense or Petty Cash Expense.
5. Enter the Purchase Date and Due Date, then choose the Organisation, Supplier, Purchaser, Project, Scope and Expense Account. Add the Invoice Number and Purchase Amount. If the supplier isn’t listed, click Add here.
6. Click Save as Draft, Submit for Approval, or Approve if you’re allowed to approve it.

The animation below walks through these steps.

Every organisation has its own forwarding address for bills. Suppliers or your team can email bills to it instead of entering them by hand. Only PDF attachments are processed at the moment.

1. Open the Admin Console and go to Accounting → Expenses.
2. Click Copy next to the forwarding address and share it with your suppliers or team.

If the address has been shared too widely, click Regenerate to replace it with a new one.

The animation below walks through these steps.

• Expenses linked to a project count towards its budget. See Track project budgets and forecast.
• Expense accounts come from your chart of accounts. See Configure your finance settings.