You can track your bills and expenses via the Bills & Expenses tab within the Financials tab in your Project or by clicking on the More drop down navigation menu and selecting Bills & Expenses.

Bills and Expenses allow you to associate certain project costs with specific line items in the budget or by separating them across different projects. Bills or Expenses added populate your total costs in the Summary:

and in the Cost column and in the Budget > Category View under the Cost column:

Bills and Expenses seem to be the same but they have a few key differences to help you track additional information.

Bills - Bills are invoices that have been sent to you by a Vendor. These can be for things like reoccurring services, e.g temporary power or trash hauling services, subcontractor labor on a Project or materials that were ordered for the Project. Bills typically have a due date as well as payment terms on them. Bills are not necessarily paid right away, which is why you have the option to mark them as Paid or leave them Unpaid. You should only mark the Bill as Paid once payment has been sent to the Vendor.

Expenses - Expenses are a different since these are not invoiced items. These are typically items you need to procure yourself or were unintended expenses on the Project; e.g. you needed additional material for the Project so you went to the hardware store to buy those materials. They typically don't have an invoice attached, instead you can upload your receipt to these. You'll also notice that Expenses are already marked paid because you had to pay for the expense at the time of purchase, negating the need for Paid or Un-Paid statuses.

Expenses and Bills appear in different areas of your Project Financials as your Cost to Date.

The Cost column in the Financials Summary totals all bills and expenses broken down by Item Costs and Selections, which allows you to track your costs against your Estimated Price and Projected Price.

Cost is also broken down in the Budget tab within Financials in the Cost column.

The details displayed within each item depend on the item type. Labor, Materials, or Flat Fee items display expenses with a "Cost" tab that includes the vendor, date, and cost.

Creating and editing bills/expenses are now entirely tied to the Financials permission.

Users with Everything access on Financials will be able to view and edit bills/expenses on anywhere (matching the screenshots above)

Users with Read and Comment only access on Financials will be able to view but not edit; they will have access to open read-only modals to review information. All info will be greyed out with a lock icon:

Users with no Financials access will get a read-only view of the line items but with no access to modals:

Clients will not automatically see Bills or Expenses unless you decide to optionally share that information with them.

To share the Cost and allow your Client to see Bills and Expenses, click on the Client Visibility button in the top right corner of project's Bills & Expenses tab and select the check box to share this information with them:

If you're curious about that the Client will see after you've applied those changes, you can click on See what the client sees to get a preview of their view of the Budget. You can always optionally de-select the Bills & Expenses in case you don't want your Clients to see Cost.

Often times our Pro would like to recoup any Cost on the Project that come from Bills or Expenses. To do this, you'll want to add your Bill or Expense to an Invoice in order to collect payment. The best way to do that would be to add a Custom Item. Bills & Expenses are not Budget items and therefore can't be pulled into the Invoice like a Budget item can, but you can always add a Custom item when you're looking to Invoice for things like Change Orders or Bills & Expenses.

To create a Custom item on an Invoice, create your Invoice and then use the + Custom Item button:

This will open up a screen for you to create your Custom item. We recommend matching the Bill or Expenses name to the one you're wanting to Invoice for and adding in a description of the Bill or Expense. Finally, make sure the Unit Price matches the same amount as the expense that you added to the Bills & Expenses tab.

You can optionally add things like a markup if you'd like to these items. Once done, select save! This is what that will typically look like:

Lastly, I would highly recommend also putting that there is a Change Order or a Bill and Expense in the Invoice Description so you can always tell that by looking at the Invoices page:

Up Next

Create Bills & Expenses

Splitting Bills and Expenses