FreshBooks makes it easy to keep track of your spending with Expenses. This is helpful if you're required to document business-related purchases already made for your business and for tax deductions.
You can create Expenses, as well as Recurring Expenses that can generate automatically on a frequent basis (perfect for subscription-related costs). You're also able to upload receipts, and mark an Expense up for rebilling to your Clients.
To learn more about managing your Expenses, including duplicate expenses, handling refunds or credits, updating or removing the Category, Merchant, Sales Taxes and more with individual and bulk actions, use How do I manage my Expenses? instead.
If you need to override the tax amount with a different total, click insidethe tax amount and update it
Next to Grand Total, click in the 0.00 area and type in the full amount of the expense
Under Expense Settings are a few more options:
If you need to assign this expense to a Client/Project, or add a markup, click on Assign to Client/Project and follow the remaining steps here
To make the expense automatically generate copies on a frequent basis (Make Recurring), jump to the Recurring Expense section below
The Currency is remembered based on the last Expense you created, click on Currency to change to a different currency, then click Done to save
When you're done, click on the Save button to finish.
Create a Quick Expense
If you’re looking to quickly create or edit an Expense, use these steps:
From the Expenses section click on the + New Expense button above the list
Click on Add Merchantand type in a new Merchant or choose from a pre-existing list of Merchants you've used before
Click on Add category to select a Category or Subcategory (or create your own Custom Subcategory instead)
The Date is automatically set to present day, click to change it to a different date instead
If needed, click on Assign to client/project to assign the expense to a Client or to a specific Client's Project
To add Sales Taxes, click on Tax Amount
Check off up to two boxes next to Taxes you want to add (or you can use the Add another Tax button to make a new Tax instead)
Then click Apply Taxes
If you need to override the sales tax amount with a different total, click on the advanced expense settings and follow the remaining steps above
Under Grand Total, type in the full amount of the expense
If needed, click on Adddescription to give more details on the expense
To attach a receipt, click on the attach receipt link
When you’re done, click on the checkmark button to save the Expense. If you’re looking for more settings like adding a markup, Make Recurring, or change the Currency which is remembered from the last Expense created, click on advanced expense settings instead and follow the remaining steps above.
Create a Recurring Expense
If you have Expenses that are identical and repeat on a frequency, use the below steps to set up a Recurring Expense to take care of creating Expenses automatically:
Go to the Expenses section
Click on the NewExpense button at the top of the screen (rather than above the list of Expenses)
On the NewExpense screen, under ExpenseSettings, click on MakeRecurring
Click on the MakeRecurring button to confirm
In the New Recurring Expense area, choose a date under Next Expense Date that you want the first Recurring Expense to generate on
Next, in the How Often, choose either Weekly, Monthly, Yearly or Custom as the frequency
In the How Many? field, choose between Infinite or 0 remaining and specify the number of expenses you want it to generate
New and existing Recurring Expenses will appear in the Recurring Expenses sub-section next to All Expenses inside the Expenses section. From here, you can edit any Recurring Expense to update it:
To stop a Recurring Expense, you can delete it with the below steps:
In the Recurring Expenses sub-section, check off the box next to the expense
