Add expenses and receipts

Add an expense

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   Step 1: Click Expenses in the top menu, then + Add expense. On a phone, tap Expenses at the bottom, then Add expense at the bottom right: the form opens as a sheet, with the receipt and the amount first.

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   Step 2: Fill in Date, Project and Category.

   Category is optional (No category). Admins and managers choose the categories in Expense categories.

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   Step 3: Enter the Amount, in the currency of the project's client (it's shown next to the label).

   If the category has a unit price (for example Mileage at 0.67 per mile), you see Units instead: type how many miles, kilometres or days, and LockedHours works out the amount below the field.

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   Step 4: Add Notes so whoever invoices it knows what it was for.

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   Step 5: Leave Billable to the client ticked if the client pays it back. On a non-billable project it's always off.

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   Step 6: Optionally attach the Receipt: a photo (JPEG, PNG, WebP, GIF or HEIC) or a PDF, up to 10 MB. On a phone, tap Take photo to open the camera or Choose file to pick a photo or PDF; you see a preview, and Remove takes it off again.

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   Step 7: Click Save expense. It appears in the list with its receipt, amount and a Billable or Non-billable label.

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See your expenses

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The page opens on This month. Change the Period (or pick Custom with From and To) and click Show. Admins and managers see everyone's expenses and can narrow them down with Person; members see only their own. The Total is at the bottom, per currency.

On a phone, the filters are two buttons at the top: the period (This month) and, for admins and managers, the person (Everyone). Tap one to change it: the list updates as soon as you pick a period or a person (for Custom, set From and To and tap Show). Under them, Total adds up the period with the number of expenses, and the list is grouped by date, each day with its total. Tap an expense to edit it. Categories (admins and managers) is under the ⋯ button.

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Click a receipt's thumbnail (or PDF) to open it in a new tab. Receipts are private: only the person who added the expense and the account's admins and managers can open them.

Edit or delete an expense

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   Step 1: Click Edit on the expense (on a phone, tap the expense).

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   Step 2: Change what you need and click Update. To replace the receipt, choose a new file; to take it off, tick Remove receipt.

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   Step 3: To delete it (and its receipt), click Delete and confirm.

   Admins and managers can edit and delete anyone's expenses; members only their own.

What happens next

• Billable expenses that aren't invoiced yet show in the Uninvoiced report and are added as lines when you create an invoice from tracked time with Include billable expenses ticked.
• Every expense counts as cost in the Profitability report, and in fee budgets that include expenses (see Project budgets).
• The Expenses tab in Reports totals them by category, project or person. See The Expenses report.