The Expenses workspace records business expenses and can associate them with Customers and Projects when appropriate.
Expense access is permission-controlled. Depending on your account, you may have permission to view Expenses, view your own Expenses, create, edit, import, copy, or delete them.
When Expense creation is available, you can begin from the Expenses workspace, the Expense Quick Action, or an applicable Customer context.
Before creating an Expense, confirm that the same receipt or transaction has not already been entered.
Enter the actual Expense Date and amount represented by the transaction.
Do not use today's date merely because that is when you entered the record if the expense occurred on another date and your organization's process requires the actual transaction date.
Select the applicable existing Expense Category presented by the CRM.
Consistent category selection improves later expense filtering and reporting.
The Expense form loads existing Payment Modes that are appropriate for expense use.
Select the mode that reflects how the expense was paid. User Operations should use the Payment Modes already provided in the CRM.
The Expense form can use currencies and tax selections already available in the CRM environment.
Review Currency and tax information carefully because they affect the financial meaning of the Expense.
Associate an Expense with a Customer only when the expense legitimately belongs to that Customer relationship.
Customer-linked Expenses can also appear from the Customer's Expense tab to authorized users.
Where the Expense relates to a Customer Project, select the correct Project when that field is available.
Project-linked Expenses can later contribute to Project financial review and Project invoicing workflows covered in later chapters.
The CRM distinguishes billable and non-billable Expense activity.
| Billable | The Expense is intended to participate in an applicable Customer billing workflow. |
| Non-Billable | The Expense is retained as a business expense without being billed through that Customer workflow. |
Select the correct treatment when that option is available.
Use the available reference and note fields to preserve useful transaction information.
Reference information should help another authorized user connect the CRM Expense to the actual supporting transaction or receipt.
When your account has Expense edit access, correct the existing Expense rather than entering another record for the same transaction.
Take particular care when the Expense has already been included in another financial workflow.
The CRM supports Expense-oriented filtering such as billable, non-billable, invoiced, not invoiced, recurring, and category-oriented views.
Use these filters to find the intended record before creating, editing, or billing an Expense.
Expense deletion requires the applicable permission.
If an Expense has already been invoiced, the CRM prevents ordinary deletion of that Expense.
Data-safety rule: Never create or delete Expense records simply to make an Invoice balance or report look different. Maintain the underlying transaction history accurately.