Track expenses

Expenses are costs you spend on client work, such as ad spend, a freelancer or travel. Log them against a project to see its true cost, and bill them back to the client.

Before you start

• Expenses belong to the Project delivery module. An admin turns it on in Settings > Data model. See Turn modules on and off.

Things to know

• Expenses are for client costs, not your own overheads.
• To be billed, an expense needs a client. Spodus uses the expense's Company, or the client of its Project if the company is empty.
• An expense on a project counts toward that project's cost.
• Once an expense is on an invoice, its Invoice field shows which one. If that invoice is voided or deleted, the expense goes back to unbilled.

Log an expense

1. Go to Revenue > Expenses.
2. Click New expense.
3. Fill in the Description, Date and Amount.
4. Pick a Category: Ad spend, Freelancer, Subcontractor, Travel, Software or Other.
5. Set the Company and Project it belongs to. Add a Tax rate or Notes if you need them.
6. Tick Billable if you will bill the cost back to the client.
7. Click Create.

Bill expenses to the client

• On a draft invoice: open a draft for the client and click Add unbilled work. Tick the expenses and click Add.
• On your billing day: if an admin has picked a billing day, billable expenses go on the client's draft invoice that day.

See Bill unbilled work.

See what is still to bill

On Revenue > Expenses, the Billable, not billed view lists billable expenses that are not on an invoice yet. This month shows every expense dated this month.

Related

• Bill unbilled work
• Project profit
• Run a client project