To add a new expense, click on the aside menu Expenses and then Record Expense.
- Name – Enter the expense name. This field can be filled for personal usage to easily recognize the expense. If the expense is billable and you add the expense name, it can also be added to the invoice item's long description when billing the expense.
- Note – For personal usage. If the expense is billable and you add a note, the note can also be added to the invoice item's long description when billing the expense.
- Category – Select the expense category.
- Date – Add the date when the expense is paid.
- Amount – Enter the total expense amount.
- Customer – Select the customer if this expense is tied to a customer (see below for currency notes).
- Billable – After selecting a customer (if applicable), a new checkbox labeled Billable will be shown. Check this option if the expense is paid/should be paid by the customer.
- Project – After selecting a customer, if this customer has projects, a new dropdown will appear to select a project for this expense.
- Currency – Refer to the currency notes below.
- Tax – You can add tax to this expense; currently, two taxes are supported.
- Payment Mode – Select the payment mode from which this expense is paid.
- Reference # – Add a reference number if applicable.
- Repeat every (recurring expense) – If the expense is recurring, you can configure it to be re-created based on the configuration you set while configuring the recurring options. Recurring expenses require a properly configured Cron Job.
By default, the expense amount will be in your base currency. If you choose to make this expense billable, the currency will change according to the customer's currency.
More Information About Currency
- When you record an expense to your company (not a customer) – base currency is used.
- When you record an expense to a customer and it’s not billable – base currency is used.
- When you record an expense to a customer and it’s billable – customer currency is used.
- When you record an expense linked to a project – the project currency is used (either the customer currency if configured or the base currency).