NuForce HelpOpen app

Expenses

Help article for the /billing/expenses Expenses screen: browsing, recording, and approving business expenses.

View as markdown

Expenses

Use this screen to track money your business pays out: vendor bills, materials, payroll, and field expenses, including ones tied to a specific invoice or work order. It's also where approved expenses move toward getting reimbursed.

What you can do here

  • Browse every expense recorded for the business in a table showing date, item, accounting code, expense type, kind, linked invoice, who submitted it, who it's owed to, amount, status, and reimbursement status, with a receipt thumbnail when one is attached.
  • Click New Expense to record one. The form asks for a Title, an optional Description, the Date, and the Total amount, plus an Expense Type and an Accounting Code. You also choose a Kind (Field expense, Commission, Payroll, or General), optionally pick someone to reimburse, set the Fund source (Own or Customer), attach a receipt (JPG or PNG, drag-and-drop or file picker), and add Notes.
  • Edit an existing expense from its row action, which reopens the same form pre-filled with its details.
  • Delete an expense from its row action. You'll be asked to confirm first, since this cannot be undone.
  • Move an expense through its lifecycle using the row actions: Approve, Decline, Dispute, or Mark Reimbursed (for cases where you already paid someone back outside the app and just want the record to reflect that).
  • Click Report to open a breakdown of expenses by accounting code and expense type, a running total over time, and an export of the underlying data.

Steps

To record a new expense:

  1. Click New Expense.
  2. Enter a Title. A Description is optional but helpful for anything that isn't self-explanatory.
  3. Set the Date and the Total (must be greater than zero).
  4. Choose an Expense Type and an Accounting Code. The code is required.
  5. Pick a Kind: Field expense, Commission, Payroll, or General.
  6. If someone needs to be paid back for this, choose them under Reimburse to. Leave it blank for a general company expense.
  7. Set the Fund source and attach a receipt if you have one.
  8. Add any Notes and click Save.

To edit or remove an expense later, use the Edit or Delete action on its row. To change its status, use the Approve, Decline, Dispute, or Mark Reimbursed action on its row.

Was this helpful?