How to Record an Expense
Recording an expense turns a single piece of spending — a bill, a receipt, a taxi fare — into a tidy entry you can approve and account for. You fill in what you spent, on what, and who it was for, attach the receipt, and send it on. It takes a minute.
Availability depends on your plan and your role.
Before you start
- You need permission to record expenses. If you don't see the option, ask whoever manages your account.
- Have the receipt or bill to hand — a photo or a PDF is fine.
- Know the amount you spent and roughly what it was for (travel, meals, supplies, and so on).
Step 1: Open the Record Expense form
From the left sidebar, open People, then Expenses. On the Expenses list, click + Add Expense.
A blank form opens. The expense number is filled in for you automatically, so you never have to make one up, and no two expenses can share the same one.
Step 2: Enter the basics
- Date — the day the money was spent. It defaults to today; pick another day from the calendar if the spend was earlier.
- Name or description — a short line so you'll recognise it later, such as "Taxi to client meeting" or "Printer paper".
Step 3: Choose the category
Pick the category the spend belongs to — Travel, Meals, Office Supplies, and so on. If your business has set up categories with sub-categories, choose the closest fit (for example "Travel → Taxi").
Choosing the right category keeps your reports meaningful and, where your business has set spending rules, makes sure the right limits apply.
If a category is set up with a standard rate — such as a per-kilometre rate for using your own car, or a per-day allowance — you enter the distance or the number of days and the amount is worked out for you.
Step 4: Say who it's for
Choose the situation that fits:
- A team member paid — someone spent their own money and needs to be paid back. Pick the person from your team list. Once approved, this becomes a reimbursement owed to them.
- The company paid — the business paid directly, so no one needs to be paid back.
If the spend was to a particular shop or supplier, you can also select the vendor and note their bill number, so the record is complete for your accounts.
Step 5: Enter the amount
Enter what was spent. If the spend includes tax (GST), record the tax so your books and returns stay accurate — the totals add up for you as you go.
You can also add a business purpose and a location or trip reference — a line or two on why the money was spent. It helps whoever approves it decide quickly, and it's useful when you look back later.
Step 6: Attach the receipt
Add a photo or PDF of the bill. This is the proof that backs up the claim, and some categories require a receipt above a certain amount before the expense can be approved.
Drag the file in, or click to browse and choose it. You can attach more than one file if a claim has several bills.
Step 7: Save or send for approval
- Save as draft keeps the expense without submitting it — handy if you're still gathering receipts.
- Submit sends it for approval. It then shows as Pending approval until a manager reviews it.
Once approved, the expense is recorded in your books automatically. If a team member paid, the approved amount becomes a reimbursement to settle with them.
Field definitions
| Field | What it's for |
|---|---|
| Date | The day the money was spent. |
| Name / description | A short label so you can recognise the expense later. |
| Category | The type of spending — Travel, Meals, Supplies, and so on. Keeps reports organised and applies any spending rules. |
| Paid by | Whether a team member paid (a claim to be reimbursed) or the company paid directly. |
| Employee | The person who paid, when it's an out-of-pocket claim. |
| Vendor and bill number | The shop or supplier bought from, and their reference — optional, for a complete record. |
| Amount | What was spent. |
| Tax (GST) | Any tax on the spend, so books and returns stay accurate. |
| Business purpose | Why the money was spent — helps approval and future reference. |
| Location / trip reference | Where, or which trip or project, the spend relates to. |
| Receipt | A photo or PDF of the bill, kept as proof. |
| Notes | Anything else worth recording. |
Common issues
The amount total isn't adding up the way I expect. Check that the amount and any tax are entered as numbers, and that each line has a category. The totals recalculate automatically as you fill them in.
It won't let me submit. A required detail is likely missing — usually the category, the amount, or a receipt that the category requires above a certain amount. Fill in what's flagged, then submit again.
I can't find the right category. Your business may not have added it yet. Pick the closest fit for now, and ask whoever manages your account to add the category you need.
I picked "a team member paid" but no one needs paying back. Switch it to the company paid. Only out-of-pocket claims become reimbursements.
I attached the wrong receipt. Remove the file and attach the correct one before you submit. If it's already submitted, ask the approver to send it back, or edit it while it's still a draft.
Related guides
- Track and approve expenses — find, review and approve what's been logged
- Reimbursement — pay a team member back for an approved claim
- Employees — the team records an expense is linked to
- Payments Made — money paid out to vendors and suppliers
Need help? Contact support at support@bizconnekt.com