Once expenses are created, you can manage and update them, whether you have duplicate expenses, or whether the category, merchant, sales taxes and more need to be changed or removed. Expense management can be done with individual actions, quick actions or bulk actions on several expenses at once.
Or while in the Expenses section, hover over any expense to quickly perform any of these actions:
Edit - Select the pencil icon and you’ll be taken to the edit view of the expense where you can adjust and save afterwards
Attach Receipt - Select the paperclip icon to select a file to upload as a receipt for your expense
Duplicate - Select the two papers icon to copy the existing expense and modify the new one as needed
Delete - Select the trash can icon to delete the expense
Bulk Actions
From the Expenses section, you can also update several expenses at once. Check off as many boxes next to any expense as needed, and select the Bulk Actions button. From there you can select any of the below:
Edit - Check off the box next to one expense to edit it
Duplicate - Check off the box next to one expense to duplicate it and modify the new one as needed
Change Category - Change the category or subcategory for up to 50 expenses at once
Change Merchant - Change or remove the merchant for up to 50 expenses at once
Change Client or Project - Change or remove the client / project for up to 50 expenses at once
Change Taxes - Change or unselect to remove the sales taxes for up to 50 expenses at once
Generate Invoice - Check off boxes next to expenses assigned to the same client to generate an invoice for that client
Mark as Bill Payment - Mark several expenses as bill payments
Archive - Move several expenses into your archived expenses list to keep your active list clean
Delete - Move several expenses into your deleted expenses list
View Audit Log - Review all changes made to the expense in the Audit Log report
Duplicate Expenses
Duplicate expenses occur when you have at least two or more expenses where the date, amount and description match. Your account will flag these duplicates with a banner above your list of expenses as well as display a potential duplicate link on any relevant expenses in the list.
It’s important to review any potential duplicates regularly to ensure your financial reports stay accurate. You can do so with the below steps:
Select the Expenses section
If you have a yellow banner notifying you of potential duplicate expenses, select the Review all link
Or in the list of expenses, select the Potential Duplicate link
In the Potential Duplicates section, you can either:
Check off boxes next to any expenses that you want to keep, then select Bulk Actions and select Mark as not Duplicate
Or check off boxes next to any expenses that you want to delete, then select Bulk Actions and select Delete
Once there are no more duplicates for that particular expense, select the View all expenses link or the All Expenses link at the top to return to your list of expenses.
FAQs
How do I add, edit or remove a merchant from the list of merchants?
Merchants are populated from existing expenses where that merchant is listed. When a particular merchant is no longer saved on any expense, it will then disappear from the list of merchants. You can use the below steps to remove a merchant and replace it with an edited or different one:
Run an Expense report filtered by merchant or use the Advanced Search to find all expenses using that particular merchant
Once saved, the old merchant will no longer be on those expenses, and disappear from the list of merchants. The updated merchant will be reflected on the edited expenses.
How do I identify the source of an expense?
Source refers to how the expense was created, which can be from any of the below methods:
By Owner's Name - this will display your Name on expenses created by you in your account
From a Bank Connection - This will display the name of your Bank Account (or a nickname if you provided one during Bank Connection)
From a File Import - This will display Imported from File next to any expense that was uploaded via CSV by you
From a Team Member - This will display the Team Member’s name that created the expense
I received a credit, refund or reimbursement on an expense. How do I record this?
Currently any expenses recorded counts as money leaving your account, like payments for your business. If you’ve received a credit, refund or reimbursement, this can be recorded in one of two ways:
If you're not using the Accounting features, use the below steps for either a full or partial refund:
Select the expense you want to modify
Then select the Edit button
If it's a partial refund, change the Grand Total to reflect the remaining balance paid
If it's a full refund, change the Grand Total to $0
Adjust the sales taxes if applicable
Leave details in the Description about the refund, like the original total and amount refunded
Select Save to finish.
Alternatively, you can delete the expense entirely. If you want to do this, it is recommended to check with your accountant first to determine if this is the best option for your business records.
