Creating expenses and submitting them for approval

• Adding an Expense
• Editing an Expense
• Submitting an Expense for Approval
• Adding an Expense by Copying

Expenses refer to costs incurred by an employee, such as purchases made on behalf of the company.
Permissions: Expenses > Create expenses
PSA plans: Free, Growth, Business, Enterprise, Enterprise+

Adding an Expense

1. Navigate to Costs > Expenses. 
2. Click on New expense or choose Add new > Expense from the top menu.
   
3. Enter Expense details in the newly opened view:
   

   -Select the Project for which the expense is targeted.
   -If the costs targeting feature is activated, choose the Quote and Quote row if needed
   -Choose the Payment Type.
   -Add a Description.
   -Enter the Date.
   -Choose the Expenses Currency.
   -If the project is billable and the expense will be invoiced to the customer, check the Bill customer option.
   

4. Click on Add expense rows.
5. Add detailed information about the purchase by clicking on Expense rows > Add Row, fill in the details, and save.
   Expense Type options are retrieved from the settings.
   
6. Add Attachments if not added in the previous step.
   
7. Click Preview.
8. Review Expense details and click either:
   -Save as Draft: Drafts are visible only to yourself, allowing the creation of an expense in advance.
   -Save: Saved expenses move to the Waiting status, awaiting actions from the approver.
9. Close the view by clicking Done or View expense. 

Editing an Expense

• Create expenses permission - the invoice creator can edit contents of: 
  Draft and Waiting invoices, if they have not been invoiced to the customer yet.
• Edit all expenses permission - user can edit contents of: 
  invoices in Waiting, Approved, Rejected, and Archived states, if they have not been invoiced to the customer yet.
• Note! The content of an expense invoice already invoiced to the customer or transferred to an integration cannot be edited at all. 

An expense can be opened from the list by clicking on its number or from the three dots by selecting View.

Submitting an Expense for Approval

If you didn't save the expense directly to the Waiting status during its creation, you can submit it for approval in the following ways:

Single expense

• Check the row and click from the three dots in front of the row (or from the Options menu) Set as waiting.
  
  
• OR open the expense, click Actions > Set to waiting status.
  
  

Multiple expenses

• Select expenses by checking and click Options > Set as Waiting.
  
  
  

Adding an Expense by Copying

You can copy an old expense as a basis for a new one. All details except attachments are transferred in copying.

1. Go to Costs > Expenses. 
2. Click on the three dots in front of the row to be copied > Duplicate. 
   
3. The processing of a new expense opens in a new view. Review and save the details.