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

This allows you to associate certain expenses and bills with specific line items in the budget or by separating them across different Projects. Bills or Expenses added populate your total costs in the budget Summary in the Cost column. You can see what line item a bill or expense is tied to by opening up the Budget tab in the Project Financials by either clicking on the item to open it or seeing a total of all item costs in 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.

Click on the Financials section within a Project and navigate to the Bills & Expenses tab. Click + Add Item in the upper right.

You can also create Bills & Expenses by clicking on More > Bills & Expenses and clicking on + Add Item:

​

Choose + Add an Expense to start tracking items that have already been paid and include the date paid, the vendor, associations to budget items, and other details like receipts.

You can edit an expense directly by clicking on the title of the expense, or you can access the same details by clicking on the name of the expense within any Budget line item or Selection. Edits are saved automatically.

To edit an expense, you must have permissions to edit financials on all projects that the expense is associated with.

Click + Add a Bill to track outstanding items that need to be paid along with the due date, status, vendor, associations to budget items, and other details like receipts.

Bills and expenses can now be split across multiple budget line items and across multiple projects. The process is identical for both bills and expenses!

To split a bill or expense, start by creating a new bill (or expense):

A new section appears at the bottom of the modal for Budget Line Items. By default, the only "line item" is Unassociated Cost. Adding a value here works the same as putting in a cost without a budget line item in the previous system. Part or all of a bill or expense can be unassociated. Unassociated costs do not count against budget line items and show up as Unassociated Costs on the Summary of the Budget.

To add cost to a budget line item, click the "+ Add a Budget Line Item" button below Unassociated Cost.

This opens a dropdown with all budget line items for your project. Select one to continue, then enter the cost in the associated cost field. As costs are entered, the total in the bottom right increases.

Multiple budget line items can be added to a single bill and the total will continue to increase accordingly.

Once the bill (or expense) is saved, it appears in the table with the alphabetical first budget line item appearing in the associated column. If there are additional line items, "+ x more" will appear. Clicking this opens the bill or expense to show all budget line items.

Admin-level Pro Team Members can split bills and expenses across multiple projects. The process is identical for both bills and expenses, but the example below is for a bill.

Multiple projects can be added to the "Projects" field when creating or editing bills and expenses. At least one project is required.

When multiple projects are selected, the table is broken up into separate sections for each project. There is also an inline alert at the top of the modal so that users understand what happens with split bills/expenses.

Users can only edit bills and expenses when they have edit-level financial permissions on all projects associated to that bill or expense.

In addition to the Bills & Expenses tab within Financials, they can also be added inside of your Selections by opening an individual selection and clicking + Add Item in the bottom left. From here, choose if you'd like to track a Bill or an Expense.

Selections display bills and expenses in a "Cost" column as the costs are associated with each selection.

​

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. From the Selections tab, given that a user has access to selection:

To add bills and expenses, users must have Everything access to financials.

Bills and Expenses can now be managed across projects on a global page. This page is only available to pro team members with admin permissions. Learn more about managing pro team roles and permissions here.

First, navigate to the new Bills & Expenses page under the More dropdown on the main navigation.

A list of all* bills and expenses will appear in the table on this page, which mimics the project-level bills and expenses pages. The page can be searched or filtered by project.

*Users are able to see bills and expenses from projects where they have financial permissions. If a bill or expense is split across multiple projects, the user must have access to financials on at least one project to view the bill or expense and edit financials permissions on all projects to edit the bill or expense. Read more about project-level permissions here.

New bills and expenses can be added with the + Add Item button at the top of the page. After selecting Add a Bill or Add an Expense, the appropriate modal will open. This looks the same as the bill and expense modals on the project level. Read here for more information on adding and splitting bills and expenses.

Similarly, existing bills and expenses can be edited if the user has edit financials permissions to all associated projects. Selecting a bill or expense's name from the table opens the item's modal where it can be edited. A warning message will show if the user does not have permission to edit the item.

Next up

Managing Financials

Export the Budget