Tracking Expenses

Expense Tracker (Admin → Finance → Financial Reports → Expenses) records what your organization spends, so your reports show money out as well as money in. This guide covers recording an expense, attaching a receipt, moving one through approval, and finding it again later.

Who can do this: Owners and Admins, and team members with Finance access.

Recording an expense

Choose Add Expense. The Add New Expense form asks for:

• Title, a short name such as "Opening-night catering".
• Amount.
• Description, for anything the title does not carry.
• Category, from the list below.
• Vendor, who you paid.
• Payment Date, when it was paid.
• Payment Method, free text such as credit card or check.
• Receipts, one or more image or PDF files.
• This expense is tax deductible, a checkbox.

Save, and the expense enters your list as Pending.

Attach the receipt while you are recording the expense. Matching a folder of photographs to a list of entries months later is the part nobody enjoys.

Categories

Every expense is filed under one category, and the breakdown in your reports is only as good as the consistency here:

Advertising, Bank Fees, Contractors, Equipment, Insurance, Legal & Professional, Meals & Entertainment, Office Supplies, Rent & Lease, Software & Subscriptions, Travel, Utilities, Wages & Salaries, Other.

Pick a convention for the ambiguous ones and hold to it. If framing supplies go under Equipment this month and Office Supplies next month, the category breakdown stops meaning anything.

Approving and paying

Expenses move through a short review:

• Pending: recorded, waiting for review.
• Approved: reviewed and approved.
• Rejected: declined. The Reject Expense dialog requires a reason, which is what makes the record useful later.
• Paid and Reimbursed: settled.

Approve or reject from the row's controls, and open any row to see the full detail including its receipts. An expense can be edited or deleted while it is still under review; one already tied to a reimbursement cannot be deleted until that is resolved.