It isn't uncommon for team members to log expenses related to projects or activities. Most individuals will experience two types of expenses while working at a firm:

Expenses can easily be entered in Monograph for projects or overhead and can be classified as billable or non-billable, as well as reimbursable or non-reimbursable. An expense can be a combination of billable/non-billable and reimbursable/non-reimbursable.

🎓 Need to add an expense on the go? Download Monograph's mobile app to quickly capture expenses! Learn more about adding expenses via the mobile app.

To add an expense, navigate to Money on the left-side menu. Once here, click on the Expenses tab and then New Expense in the upper right corner.

A pop-up will appear where you will choose if the expense is a Project expense or an Overhead expense. Depending on the selection, the additional options to select will vary.

Once prompted to select an expense type in the pop-up, select Project and upload a receipt or documentation by dragging and dropping the file or clicking Browse.

Next, use the Project/phase dropdown to select the specific project and phase that the expense should be associated with. The dropdown will display the five most recent projects where time was last logged. Then, use the Expense category dropdown to select the correct category for the type of expense and use the Date field for the date that should be associated.

After the expense category and date are added, enter the total dollar amount of the expense in the Amount field. If the selected expense category has associated expense rates, the Rate and Quantity fields will appear, which are used to automatically calculate the total amount of the expense (such as mileage). If there isn't an expense rate associated with an expense category, the Rate dropdown won't appear.

If the expense should be billed to the client, select the Billable option. If the expense should be reimbursed to the team member, select the Reimbursable option. Finally, use the Note field to add a description for the expense.

The Employee selection will default to the team member who is entering the expense. If the expense is being entered on behalf of another team member, their name can be selected instead.

Click Save once complete. You'll then be taken back to the Expense Report or Project Expenses page (whichever page was used to add the expense).

Once prompted to select an expense type in the pop-up, select Overhead and upload a receipt or documentation by dragging and dropping the file or clicking Browse.

Next, use the Overhead dropdown to select the overhead category that the expense should be associated with. Then, use the Expense category dropdown to select the correct category for the type of expense and use the Date field for the date that should be associated.

After the expense category and date are added, enter the total dollar amount of the expense in the Amount field. If the selected expense category has associated expense rates, the Rate and Quantity fields will appear, which are used to calculate the total amount of the expense. If there isn't an expense rate associated with an expense category, the Rate dropdown won't appear.

If the expense should be reimbursed to the team member who logged the expense, select the Reimbursable option. Finally, use the Note field to add a description for the expense.

The Employee selection will default to the team member who is entering the expense. If the expense is being entered on behalf of another team member, their name can be selected instead.

Click Save once complete. You'll then taken back to the Expense Report or Project Expenses page (whichever page was used to add the expense).

After a reimbursable expense has been paid to an employee, the best practice is to mark it as Paid to prevent accidentally paying out the expense twice.

To do this, navigate to either the Expense Report or Project Expenses page, click on the "..." button, and then select Mark as Paid.

Select the date that the expense was reimbursed to the employee and click Save to record the date.

To edit an expense, navigate to either the Expense Report or Project Expenses page, click on the "..." button, and then select Edit. Only expenses that are not associated with a non-draft invoice can be edited.

A pop-up will appear with all of the expense information. Here, make any changes necessary and click Save once complete.

💡 If a historical expense is edited that did not originally have an expense rate, but the expense category is now associated with an expense rate, the Rate and Quantity fields will default to no rate selected and the quantity set to "0".

If a historical expense that has a deactivated rate tied to the expense category is edited, the deactivated rate will be used. If the rate is edited, the deactivated rate cannot be accessed again. If you click "Cancel", the deactivated rate will still be used.

To delete an expense, navigate to either the Expense Report or Project Expenses page, click on the "..." button, and then select Delete. Only expenses that are not associated with a non-draft invoice can be deleted.

A pop-up will appear to warn you that deleting an expense cannot be reversed. To proceed with deleting the expense, click Delete again.

After applying a date range and any necessary filters, the list of expenses that appear can be exported as a CSV. To do this, click on the Export button in the upper-right corner.

When connected to QuickBooks Online, a Send to QuickBooks button will appear in place of the Export button. Learn more about sending expenses to QuickBooks Online.