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To view expenses listing page, access the sidebar menu. Select purchase>expenses. Listing page will appear.

You can create new expenses from expenses listing page.

All the expenses created till date will be available in descending order i.e. latest created will appear first.

Quick filter will be provided for sorting expenses on the basis of: Non billable, Unbilled and Invoiced

Additional filters will provide the option to filter expenses by clicking on "Filter" button on the basis of: Expense Status (unbilled, non billable or invoiced) and Date Range.

You can also search based on customer and vendor from the search bar.

List view will have the column to showcase: Expense name, Vendor name, Customer name, Paid through, Expense date, Expense status, Expense amount, Action items

In case of Unbilled Expense, Actions items will have options to: View, Edit, Convert to invoice and Delete.

In case of Invoiced Estimate, Actions items will have options to: View.

In case of Non billable Expense, Actions items will have options to: View, Edit, Mark billable and Delete.

If the expense status is "Non billable" then user will have option for ‘Mark billable' in the action items. Click on ‘Mark billable' from the action items, the user will be redirected to the expense edit page where If customer already selected - The billable checkbox value will be Checked. If customer is not already selected, then first the user will select the customer and then automatically the value of the billable checkbox will be Checked. By clicking on 'Save’ the status of the expense will become "Unbilled". If the user unchecks the billable checkbox which was automatically checked then in that case, the status of the expense will remain as 'Non billable'.

To delete an expense, access the sidebar menu. Select Purchase>Expense>Select the relevant expense>action items> delete.

A popup will appear with alert message: 'Are you sure you want to delete expense? You will not be able to retrieve this' with Delete and Cancel buttons. Click 'Delete', expense will be deleted and a success message will appear 'Expense deleted'.

Expense can be deleted in Non billable and unbilled status.

Expense which has been converted into Invoice can not be deleted.

To convert an unbilled expense to invoice, access the sidebar menu. Select Purchase>Expense>Select the relevant expense>action items>convert to invoice.

All the details will be automated into Invoice template. Click "Save".

Invoice is created successfully and is ready for approval.

Click "Approve" and now you can send it to your customer for reimbursement.

Billable Expense amount should not be changed when added to invoice.

Alternative way to convert billable expense to invoice: Select purchase>expense> From the Unbilled expense view page, you can perform two actions: Edit and Convert to invoice. Click on "Convert to invoice", all the data will appear pre-populated in invoice template, click ‘Save’, a success message will appear and all the process flows and validations applicable to invoice will apply in same manner.

To make expense billable, adding margins, access the sidebar menu. Select purchase>expense. Listing page will appear.

Select the relevant ‘Non-Billable’ expense which you want to make billable now.

Click on Action Items. Select Edit.

Select the customer name from drop down and Click the ‘Billable’ check box on the expense template.

If you want to add any markup then specify the percentage of markup to be added.

Click "Save", your expenses has been marked as ‘Unbilled’.

To make changes in expense, access the sidebar menu, select purchase>expense>select the relevant expense having unbilled and non-billable status>Action items> edit

Expense template will appear in editable mode and you can make necessary changes.

All the fields are editable. You can easily edit all the fields or update the fields you want.

To edit the expense by selecting from the dropdown and adding description and amount.

After all the changes click "Save". A success message will appear "Expense updated successfully".

Alternative way to edit expense, access the sidebar menu, select purchase>expense>Create new expense. After performing all the steps for create expense, click on "Save". After the expense has been saved, Click on "Edit", you will now be able to edit the expense. Expense template will appear in editable mode and you can make necessary changes. All the fields are editable. You can easily edit all the fields or update the fields you want. To edit the expense by selecting from the dropdown and adding description and amount. After all the changes click "Save". A success message will appear "Expense updated successfully".

To add expense, access the sidebar menu. Select Purchase>Expense>Create New Expense.

Expense template will appear, select customer from drop down or create new customer and select vendor from dropdown or create new vendor.

Create new vendor from the ‘Add new vendor' button present in the dropdown. Enter all the mandatory details (which includes vendor name, email, city and country) and click ‘Save’. A success message will appear 'Vendor added successfully’.

Create new customer from the ‘Add new customer' button present in the dropdown. Enter all the mandatory details (which includes business name, currency and country) and click ‘Save’. A success message will appear 'Customer added’.

Select expense date.

Select the account through which you have to pay the expense or you can also add a new account (The ‘Paid Through’ drop down will provide the list of Bank/Credit Cards/ Cash in Hand accounts only). A tooltip will be given for Paid through: ‘Select the account from which payments have been made for this expense or create a new account’.

For creating new account, click on 'Add new account' from the paid through dropdown. Enter the mandatory fields: account type, account name. Optional fields includes: Tax, account id, description. Account currency will be auto-filled. Click 'Save', a success message will appear "Account added".

Select the currency from the dropdown.

Select expense account from the dropdown or add a new account. A tooltip will be given for Expense account: 'Select the relevant expense account for recording this expenditure'. Add amount to record.

There will be a checkbox 'Billable'. By clicking on this checkbox, each expense account added will have an expense markup field. Click on 'Expense markup' under particular expense account. A popup will appear having two options in markup type field: If you select 'Percentage markup' from the Markup type dropdown, you need to enter the markup percentage in the Percentage field and if you select 'Flat markup' from the Markup type dropdown, you need to enter the markup amount in the Amount field. Click 'Save', markup will be added to that particular expense account. You can also edit and delete the expense markup added by clicking on the icons.

The amount in the Expense column will be updated as per the calculation of the amount and markup price.

Subtotal, Total markup and Amount will be displayed in the form of a summary. You can also hide the amount breakup.

After clicking on 'Save', a success message will appear 'Expense created successfully' and the status will be 'Unbillled'. You can perform two actions from the Unbilled expense view page which includes: 'Edit' and 'Convert to invoice'.

If you click on 'Save' without clicking on the Billable checkbox, a success message will appear 'Expense created successfully' and the status will be 'Non billable'. You can only perform 'Edit' from the Non billable expense view page.