Expenses

Project Expenses

This guide provides detailed instructions on managing project expenses, including creating new expense entries, reviewing existing expenses, and exporting expense data for reporting purposes.

1. Overview of the Expenses Screen

The “Expenses” tab within a project allows users to track and manage all project-related expenses. Below are the key features of the screen:

• + Add Expense: Click this button to create a new expense entry for the project.
• Export: Use this button to download all expense records in a CSV or Excel format for reporting purposes.
• Status Dropdown: Filter expenses by their status (e.g., Approved, Pending).
• Search Bar: Enter keywords to locate specific expense records quickly.
• Expense Table: The table displays the following key information:
  • Item Name: The name of the purchased item or service.
  • Price: The cost of the item or service.
  • Employees: The employee associated with the expense.
  • Purchased From: The vendor or company from which the item was purchased.
  • Purchase Date: The date the expense was incurred.
  • Status: The current status of the expense (e.g., Approved, Pending).

2. Adding a New Expense

To add a new expense, follow these steps:

• Click the + Add Expense button on the “Expenses” screen. This will open the “Expense Details” form.
• Fill in the following fields in the form:
  • Item Name: Enter the name of the purchased item or service.
  • Currency: Select the currency for the expense.
  • Exchange Rate: Enter the exchange rate if applicable.
  • Price: Specify the cost of the item or service.
  • Purchase Date: Select the date the expense was incurred.
  • Employee: Assign the expense to an employee.
  • Project: This field is pre-filled based on the selected project.
  • Expense Category: Categorize the expense (e.g., Materials, Travel). Click “Add” to create a new category if needed.
  • Purchased From: Specify the vendor or company from which the item was purchased.
  • Bank Account: Link the expense to a specific bank account if applicable.
  • Description: Optionally, add a detailed description of the expense.
  • Bill: Attach any relevant bills or receipts by uploading a file.
• Click Save to create the expense or Cancel to discard the entry.

3. Managing Existing Expenses

The “Expenses” screen allows you to manage and review all project-related expenses. Here’s how:

• Filter and Search: Use the status dropdown and search bar to locate specific expense records.
• View Details: Click the “Action” button next to an expense entry to view or edit its details.
• Export Data: Click the “Export” button to download expense records for analysis or reporting.

4. Tips for Effective Expense Management

• Ensure Accuracy: Verify all expense details, including amounts and categories, before saving.
• Attach Supporting Documents: Upload bills or receipts for better record-keeping and validation.
• Regular Reviews: Periodically review expense statuses to approve pending entries and ensure accurate financial tracking.
• Export Regularly: Export expenses to maintain backups and facilitate financial reporting.

For further assistance, please contact your administrator or refer to the Help Center.