What this does
Records a business expense — such as a software subscription, office supply purchase, or travel cost — and posts it to your accounts. If your organisation has expense approval enabled, the expense will enter a pending state until an authorised user approves it.
When to use it
Log an expense whenever you spend money on behalf of the business and need it reflected in your books. For vehicle mileage, use the Mileage tab on the same page instead.
Step by step
- Go to Purchases in the top navigation and select Expenses
- Click New Expense
- Enter the Amount (ex. VAT) — the net amount before VAT
- Choose the Category or nominal account the expense belongs to
- Enter the Description — a brief note on what the expense is for
- Set the Date of the expense
- If your organisation is VAT-registered, select the VAT Rate that applies (0%, 5%, 20%, or Custom); the VAT amount and gross total are calculated automatically
- Optionally attach a receipt by clicking Attach File (desktop) or the camera icon (mobile)
- Click Save
- If expense approval is enabled, the expense will show as Pending until approved. If approval is off, it is recorded immediately.
Tip: You can also log mileage claims on the same Expenses page by switching to the Mileage tab.