Logging expenses
Billable expenses are included in the total billable amount, while non-billable expenses are included in costs only.
If you can't see the 'Expenses' button in the Track view, the administrator needs to enable expense tracking in Account settings > Tracking form.
To enter your expenses, go to the Track view and locate the 'Expenses' button at the top:
Adding an expense will create an expense log. You can view the expense logs in the Track view or the Detailed view.
You can attach receipts or other files to support the entered expense. Allowed file extensions are: .pdf, .csv, .xls, .xlsx, .doc, .docx, .txt, .jpg, .jpeg, .png, .gif, .heic, and .heif.
To mark the expense as billable, it needs to be assigned to a billable project. On non-billable projects, you can't enter billable expenses. However, you can mark the expense as non-billable on billable projects by unticking the 'Billable expense' option.
Additionally, you can create tags (for example: 'Materials') and mark expense logs with the tags to be able to filter them out in the Detailed view.
If you frequently need to enter the same expenses, you can create Favorites to be able to enter them with a single click:
The name displayed on your favorite expense is the text you put in the Notes field.
Viewing expenses in the report
Go to the Detailed report to view logged expenses and attached receipts. Use the 'Edit columns' button to add relevant columns to your view:
'Billable expenses' column - displays expenses that are marked as billable
'Expenses' column - displays all logged expenses (billable and non-billable)
'Log type' column - allows you to filter your view by log type: time vs. expense log
Once you add the 'Log type' column, a related 'Log type' filter will appear in your view:
Using this filter, you can set the view to display only expense logs or only time logs.
To be able to view and download the attached receipts, you need to set the log details to 'Show logs with notes & details':
Then the attachments will be displayed here:
Expenses in the Approvals tab
In the Approvals tab, you can review the expenses entered by each user before approving or rejecting them:
