Find expenses

The Expenses list shows what your team has spent and where each expense stands. The cards at the top tell you what’s waiting on you, what’s been approved this month and what can still be billed to customers, so you can act without hunting.

Who can do this

Everyone can see their own expenses. Owners, and Staff whose Team has See everyone’s expenses, see everyone’s. Field users see only their own, and the job filter offers only the jobs they’re assigned to.

1. Open the list — Go to Expenses. The newest expense by date comes first.

2. Read the cards — Waiting for approval shows the amount and how many. As a Staff approver, it counts other people’s expenses only; an Owner sees all. Approved this month shows the amount and count. Ready to bill counts approved, billable expenses not on an invoice yet. Rejected counts the ones to fix and resubmit.

3. Narrow it down — Press Waiting for approval, Ready to bill or Rejected to show only those; press it again to clear. Or use the filters on the left of the filter bar: state, category, Submitted by (with Me first) and job.

4. Search — Type in Search numbers, descriptions, jobs or people.

5. Open an expense — Press the row, or open the row’s menu and choose View. The expense opens on its own page.

The Expenses list with the Waiting for approval, Approved this month, Ready to bill and Rejected cards above the table of expenses

Each row shows the date, the number once approved, the description over the category, the job, who submitted it, who paid (Company or Employee), the state in words — Waiting for approval, Approved, Billed or Rejected — and the amount. Columns lets you choose which columns show.

Your filters, card, search, sort and page are kept in the address, so you can share the view or come back to it.

Act from a row

The row’s menu offers View, Edit (waiting or rejected), Approve and Reject (waiting), Bill to customer (ready to bill) and Delete (waiting). You only see the actions your Team allows, and Staff don’t see Approve or Reject on their own expenses. Approve, Reject, Bill to customer and Delete ask first.

See a job’s expenses

Choose a job in the job filter to list only expenses tagged to it. The cards count only those. If none are tagged to the job, you see “No expenses on this job” with Clear filters. From a job’s Costing tab, View bills and expenses opens Vendor bills filtered to that job, with a link to the same filter here — see Find vendor bills and see what’s due.

Tip

On a category’s row in Expenses › Categories, press its expense count to open this list filtered to that category. See Manage expense categories.

If nothing matches your filters, you see “No expenses match these filters” with Clear filters. If there are no expenses yet, the page says “No expenses yet”.