Expense

Capture business spending paid by cash/bank/credit card—optionally mark lines billable to recharge customers.

Overview

• Record outflows for goods/services used to operate the business.

• Supports line-level billable flags, tax handling, and job/customer tagging.

• Reduces cash/bank (or increases credit card payable) and increases expense.

Where to Access

• Accounting → Expense

• Click Add New.

Key Attributes

Header

• Date/Time

• Payee (vendor/customer/employee)

• Expense Number

• Payment Account (bank, credit card, petty cash)

• Payment Method (check, card, transfer)

• Status : Pending Approval / Approved / Rejected — appears once an expense enters your company's approval workflow.

• Department / Project Code : Optional tags for reporting (shown when enabled for your company).

• Internal Notes

Lines (per item)

• Item/Service (inventory item or expense account)

• Description

• Quantity / Unit Price / Amount (for items)

• Billable (yes/no, to recharge a customer)

• Tax (Taxable) (yes/no and calculation)

• Customer (job costing, required when Billable is checked)

Key Functions

• Create an expense : Fill header → add lines (items or accounts) → set tax/billable → Save.

• Recharge costs : Use Billable + Customer on a line to later invoice the expense.

• Split costs : Add multiple lines, each with its own item/account and Class, to allocate the spend (Department and Project Code apply to the whole expense, not per line).

• Pay via credit card : Use card account as Payment Account (liability increases).

Related Features

• Vendor Bills & Bill Payments

• Items (when expensing non-inventory purchases)

• Customer Invoicing (for billable expenses)

• Chart of Accounts / Run Report