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Adding expenses

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How do I add expenses?

 

Note

To access financial information, you must have the "Access billing information" global permission in your access level.

 

Note

To be able to add expenses, you must have the expense logging permissions in your project access level. See Expense logging & editing permissions to learn more. 

 

Adding expenses

To add an expense to a project or activity:

  1. Hover over the project name and click the Details button (AC_details_btn.png).
  2. Click ac_act_details_billing_button.png to access the financial options.
  3. To start entering an expense, click the empty box beneath Actual Expenses, on the Expenses tab.
  4. Specify the date, description and amount of the expense as an entry form appears.
  5. Select the "Billed" or "Billable" checkboxes or both, as appropriate.
  6. Fill in the custom field(s), if any. Refer to Custom fields (for expenses).
  7. The expense is saved as soon as you click elsewhere on the page.

Note

Both positive and negative amounts for expenses are supported.

 

Attaching receipts

You can attach a receipt to an expense.  

  1. Take the steps to start adding an expense.
  2. Click the Receipt column.
  3. Click + Attach file or image. 

 

Expense custom fields

You can set up custom fields for expenses as you do for activities, customers or projects. It gives you the widest range of possibilities, such as tagging your expenses with any description or reference you like. Some ideas as to what you could do with expense custom fields are given in the Use Cases box.

Use cases

Some expense custom field use cases:

  • Track expenses by Category: travel, materials, consulting, etc.
  • Add mark up or tax info
  • Include invoice information such as number and date
  • Link an expense to an activity in Birdview by adding the Task ID
  • And so much more...

 

Planned vs Actual expenses

You can add both planned and actual expenses. The main difference is the planned expenses are added to the project estimated costs, whereas the actual ones are part of its internal cost.

 

Converting planned expense to actual

To quickly convert a planned expense item over into actual:

  1. Hover the pointer over the planned expense item you want converted.
  2. Click the gray check mark (✔) as it appears left of the expense item.

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