Documentation Expenses Create Expense
Detailed guide

Create Expense

The expense form for recording a new project cost.

Use this form to create a clean record the first time or safely update an existing one without guessing which field drives downstream behavior.

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Quick summary Step by step Guardrails Troubleshooting Related workflows

Quick summary

  • Record expenses promptly so they are still easy to classify correctly.

Put it into practice

  1. Start by confirming the expense belongs in this workspace and project before creating the record.

    InteractionsExpenses page: open Create Expense from the intended project context when possible.

  2. Select project and category first so the spend lands in the right reporting and billing bucket.

    InteractionsCreate Expense form: complete project and category selectors before amount fields.

  3. Enter amount and date exactly from source evidence, then set billable or reimbursement controls intentionally.

    InteractionsCreate Expense form: fill amount/date and billable or reimbursement controls.

  4. Save and verify the new row appears with expected classification and state in expense list.

    InteractionsAfter save, return to Expenses list and inspect the created row.

  5. If the entry supports billing, confirm invoice workflow can reference it appropriately.

    InteractionsProject invoice review: verify expense context is usable in billing evidence flow.
    Open workflow: Invoice Workflow

What to review

Page header and breadcrumb

Confirms whether you are creating or editing, gives you the back path, and is the quickest way to avoid updating the wrong record.

Primary form sections

The form is grouped so you can complete one block at a time instead of hunting for every field in a single long screen.

Required inputs and field labels

Every required label tells you what must exist before the record can be saved; blank or invalid values should be corrected before moving on.

Validation and inline errors

Use these messages as instructions, not warnings to dismiss. They tell you exactly which field blocks save and why.

Primary save action

Commits the record only after the form validates. Use it after reviewing every section because it is the action that changes workspace data.

Cancel or return action

Leaves the form and takes you back without finishing the workflow. Use it when you opened the wrong record or need to check related data first.

Project and category selection

These fields decide where the cost belongs in project reporting.

Amount and date fields

These values are the actual spend data the workspace relies on.

Billable and reimbursement controls

Use these controls deliberately because they drive what finance can do later.

Guardrails

  • Amounts and required project/category fields must validate before save.
  • Expense-create access is required to capture new spend.

If it starts drifting

  • If the right category is missing, check the catalog or settings that manage expense categories.