Documentation · Expenses

How To Add An Expense

What this does

This guide explains how to create a single expense in Expenses.

Use this when one record needs to be entered manually instead of coming through the bulk receipt workflow.

Before you start

The user must already have access to Expenses.
Admins, Managers, and Staff can reach the add page.
Base currency must already be set, or the page will block creation.
The staff, division, service, team, and role structure should already be in place if you want the form to behave cleanly.

Why the Admin App matters here

The expense form depends on upstream company setup from the Admin App.

If app access, pay periods, or staff structure are incomplete there, the entry workflow in Expenses becomes harder to trust later in viewer and reports.

Steps

Open Expenses.
Go to the add expense page.
If you are prompted with Me or A staff member, choose the correct option.
If the page shows Staff Member, select the correct person.
Complete the visible fields your company requires, such as:

Job Name
Job Number
Category
Division
Service
Team
Role

Upload a receipt if your workflow requires one.
Use Auto-fill from receipt if you want the system to prefill receipt details.
Review fields such as:

Store / Merchant
Purchase Date
Total Amount
Claimed Amount
Tips
Card Last 4 Digits
Who Paid
Payment Method
Taxes (optional)

Add line items if your workflow uses them.
Click Save.

Common mistakes

Trying to create expenses before base currency is configured.
Assuming missing company structure should be fixed inside Expenses.
Trusting auto-fill without reviewing warnings or mapped values.
Entering one-off records manually when the receipt should really go through the bulk queue.

What to do next

If you are working from many receipts at once, move to Bulk Upload.

If you need to inspect the finished records later, use the viewer or reports pages.