Now it is easier than ever to track billable and non billable expenses with expense management.
How Do I Create an Expense and Add It to an Invoice?
Expenses allow you to track and bill clients for miscellaneous costs such as software fees, shipping, or other reimbursable items.
Required Plan, License, and Permissions:
Billing access
Permission to create and edit expenses and invoices
Tracking expenses separately from time entries helps ensure accurate client billing and clean financial reporting—especially when passing through third-party costs.
Table of Contents
Create a New Expense
Expenses function similarly to time entries but are used to track miscellaneous costs tied to a client.
Go to Billing.
Click Expenses to open the Expenses table.
Click Add Expense.
This is the only place where new expenses can be created.
Enter the required fields (marked with blue asterisks):
Date
Expense number (auto-generated and cannot be edited)
Client name
Amount
(Optional but recommended) Complete additional fields:
Add a Note (e.g., “FedEx shipping”).
Assign a Team member associated with the expense.
Use the toggle to mark the expense as Billable or Non-billable.
Click Save.
Your new expense will appear in the Expenses table.
Tip: Use clear, consistent notes so expenses are easy to identify when adding them to invoices later.
View, Archive, or Delete an Expense
To view an expense:
Click the Expense number in the table.
To archive an expense:
Select the checkbox next to the expense.
Click Archive at the top of the table.
To view archived or billed expenses:
Click the three-dot (More options) icon at the top of the table.
Select the appropriate view.
To delete or unarchive an expense:
Open the Archived view.
Select the expense.
Choose to Delete or Unarchive.
Best Practice: Archive expenses instead of deleting them whenever possible to maintain a clean audit trail.
Add an Expense to an Invoice
Once an expense is created, you can add it to a client invoice.
Click the Global + button.
Select Invoice.
Click + Add Time & Expenses.
Use the checkboxes to select the expenses (and/or time entries) you want to include.
(Optional) Click the Type column to filter by:
Time entries
Expenses
Alphabetical sorting
Click Invoice Entries at the top.
Each expense will automatically be categorized as an Expense service. You can edit the Description if needed.
Review the invoice details.
Click Preview to confirm accuracy.
Click Send when ready.
Troubleshooting
Expense is not appearing when creating an invoice
Confirm the expense is marked as Billable.
Verify it has not already been invoiced.
Check that you are creating the invoice for the correct client.
Cannot edit expense number
Expense numbers are automatically generated and cannot be changed.
Summary
Expenses help you accurately track and bill client-related costs outside of time entries.
Create expenses from the Expenses table.
Mark items as billable when appropriate.
Archive instead of delete to preserve records.
Add expenses to invoices using the “Add Time & Expenses” option.
Need Help?
Contact Support or ask Penny, our AI Support Bot, for assistance.