Capture costs that should be reimbursed by the client, or that should be tracked against the workflow's budget — for example travel, courier charges, or filing fees.

  1. Open the workflow.
  2. Click the Time & Billing tab.
  3. In the Expenses section, click Add Expense.
  4. Fill in the details:
  • Date — when the expense was incurred.
  • Description — what it was for (e.g. "Companies House filing fee").
  • Amount and Currency — the cost. Expenses can be in any currency and are converted to the workflow's billing currency for reporting.
  • Billable — tick if the cost should be passed on to the client. Untick for internal-only costs.
  1. Optionally attach a receipt (image or PDF).
  2. Click Save.

The expense appears in the workflow's expense list and contributes to the actual side of the budget vs actual figures shown on the workflow.

Tip: Billable expenses flow through to invoicing — when you create an invoice from this workflow, unbilled expenses appear in the selection so you can bill them in one go.