An expense item records one purchase, mileage entry, or other reimbursable or billable cost inside an expense report.

Open an expense report #

Browse to Expenses.

Add an expense item #

1. Open an editable expense report.
2. Select Add item, Add new expense, or the plus action.
3. Enter Date.
4. Select Type.
5. Enter Description.
6. Select a client and Project when the form requires them.
7. Enter the amount information.
8. Select Pay Method.
9. Review Billable and Reimbursable.
10. Add a comment or receipt when required.
11. Select Save.

Select Add another after saving on desktop when you want the form to reopen for another item.

Enter amount details #

The selected expense type controls the amount fields:

• A normal type uses Amount.
• A mileage type asks for distance and uses the mileage rate configured by your organization.
• A quantity type asks for the number of units and shows its rate.
• A foreign-currency item asks for Currency and Exchange Rate to the account currency.

Review the calculated total before saving. A current project or employee rate can differ from the rate stored on an older item.

How Billable and Reimbursable work #

• Billable identifies an expense that may be charged to a client or project.
• Reimbursable identifies an expense the organization may repay to the employee.

The expense type or payment method can provide defaults. Confirm both values for the actual purchase.

For example, airfare purchased for a client engagement can be both billable and reimbursable when the employee paid personally and the client will be charged. A meal paid with a company card may be neither reimbursable nor billable. The two settings answer different questions and should be reviewed separately.

Attach and view receipts #

1. Open the expense item.
2. Select Attach receipt, Receipt, or the receipt add action.
3. Take a photo or choose a file.
4. Crop an image when prompted.
5. Review the selected file.
6. Save the expense item.

Receipt upload and removal changes are saved with the item. Do not leave the form before the save finishes.

An item can contain multiple receipts when the current screen offers another upload action. File type, size, and count limits apply.

Edit, duplicate, or delete an item #

Open an item from the report.

• Change fields and select Save to edit.
• Select Duplicate to create a separate editable copy.
• Select Delete and confirm to remove the item and its receipts.

These actions are available only while the report is editable.

Troubleshooting #

• A type may require a receipt, comment, project, or maximum amount.
• A project may be missing because it is archived, outside its dates, or not available for expense selection.
• A receipt can fail because of file size, type, connection, or attachment limits.
• A date can be blocked by account expense limits or a last editable date.

Related articles #

• Create and submit expense reports
• Scan and review receipts with Smart Scan
• Configure expense types and payment methods