Enter an Expense Paid by Invoice

Complete the guided entry workflow to enter expenses paid through an invoice.

1. Choose how you want to get started:
   • From the sidebar menu, go to Expenses. On the Expense Hub, select Add Expense.
   • From your dashboard, select Add > Add Expense.
   • From the Job Hub, select More > Add Job Expenses.
2. From the Add an Expense page, choose to enter an expense by Invoice.
3. Enter a vendor.
   • For an existing vendor, enter the Vendor Name.
     Tip: Start typing the vendor's name to show a list of vendors currently in the system.
   • For a new vendor, select Create Vendor. For setup details, see Create a Vendor.
4. Select next to continue.
5. Review the vendor's details.
6. Enter the invoice details:
   1. Enter the Invoice Number.
   2. Optionally, enter an Invoice Description.
   3. Select an Invoice Issue Date.
   4. Enter the Cost Before Tax amount.
   5. Enter the total Tax amount. If no tax was charged, leave this field blank.

   The total expense displays at the bottom.

7. To attach a receipt or supporting file, select the upload box, then select your receipt file(s). Alternatively, drag and drop your receipt file into the box.
   You can upload up to ten files.
   1. To remove an attached file, select the X icon in an attachment's row.
8. Select next to continue.
9. Enter the invoice due date:
   1. Select a Due Date.
10. Select next to continue.
11. Enter the expense's line items.
    Important: The sum of all line items' cost and tax must equal the total cost and tax of the expense. A progress bar on the bottom of the page tracks your progress.
12. Choose an Expense Category.
    • Choose Job Cost when the line item is related to a specific job.
    • Choose Overhead when the line item is for the overall business, not one specific job.
    You can add multiple Job Cost and Overhead line items to an expense.
13. For a Job Cost line item:
    1. Select the Job the line item is associated with the line item
    2. Select the Cost Type. The options available in the dropdown come from the cost types entered when setting up the job.
    3. Select the Budgeted Item.
    4. Optionally, enter an Item Description.
    5. Enter the Cost and the Tax paid on the line item.
    6. Select Add Item.
       The line item is added to the expense.
14. For an Overhead line item:
    1. Enter an Item Description for this line item.
    2. Enter the Cost and the Tax paid on this line item.
    3. Choose the Account you want to file the line item to. Enter search criteria related to your expense to narrow your results.
       Important: Your chosen account determines how your expense is recorded in your accounting reports. Choose the Account that most closely matches your expense to ensure accurate recordkeeping. For example, if you're expensing a new work truck, use the category Vehicles.
    4. Select Add Item.
       The line item is added to the expense.
15. Select next to continue.
16. Review the Transaction Details. Select the headings to go back to those sections to edit.
17. When you are done and ready to post the transaction, select Submit.