3.7. Working with expenses

3.7.1. About expenses

Expenses help you record money that you spend for a project. Here's what you can record with an expense:

  • Project: The project where you want to record the expense. The project is mandatory as you can only record expenses on projects.

  • Date: The date when the expense was made.

  • Amount: The amount spent (including taxes).

  • Tax Amounts: The amount of tax paid for the expense. This field is visible if taxes are enabled at business level.

  • Description: A small description of the expense.

  • Reference [optional]: A reference number like the receipt number.

  • Category [optional]: A category that can help you organize your expenses.

  • Tags [optional]: A list of zero or more tags separated by commas. Tags can also help you organize expenses and they are more flexible than categories.

  • Notes: Additional notes that you may need to make in case the description field is not suitable.

If a project is billable, expenses have a few more fields. Expenses from non-billable projects don't show these fields:

  • Billable: When checked, it indicates that the expense is billable. Billable projects can have both billable and non-billable expenses.

  • Total: Indicates the how much is charged for the expense. The default is to charge the amount spent but you can use the Markup link to bill more.

  • Taxes: Taxes applied to the expense: None (for non-taxable expenses), Default (taxes specified by the parent invoice), or specific taxes.

    This field is visible if taxes are enabled at business level and the client is not exempt from taxes.

There are several ways you can record an expense:

  1. Go to Business » New Expense.

  2. Go to the Expenses view and use the New button.

    When you use this method and the date filter is set to a specific date, expenses are added by default to that date. This method is very useful if you need to enter expenses for previous dates as it saves you from specifying the date for each expense.

  3. Open a project and go to the Expenses section. Then click the New button.

3.7.2. Configuring optional fields

Because not all expense fields are relevant to all users, you can hide optional fields that you don't use. Optional expense fields are fields that can be hidden in the expense windows (New Expense or Edit Expense). Here's how you can configure them:

  1. Create a new expense (New Expense) or edit an existing one (Edit Expense).

  2. Click the Configure button from the bottom-left corner.

  3. Check the fields that you want to be visible and uncheck the ones that you want to hide.

  4. Click Done. Fanurio will update the expense window to show only selected fields.

For instance, one of the optional fields is Reference. This field only makes sense if you need to record a receipt number or some other number that identifies your payment.

3.7.3. Recording tax amounts

If you pay taxes on your expenses and you need to record tax amounts, you can do it using the Tax Amounts field. Here's how it works:

  1. First of all, go to Business » My Business Details+Taxes and make sure taxes are enabled and defined.

    You need to define taxes because without taxes, you won't be able to specify tax amounts for your expenses.

  2. Create a new expense and enter the amount (including taxes) in the Amount field.

  3. Click the Tax Amounts dropdown box and select the taxes that were paid for the expense. The application assumes no taxes were paid so they are set to None by default.

  4. Once you select the taxes, the application automatically calculates the amount for each tax and displays it next to the taxes dropdown box. If the calculation of the tax amounts is inaccurate (due to rounding or some other reason), you can click the link to adjust them so they match the tax amounts printed on the receipt.

    Important: Make sure you review tax amounts each time you enter an expense.

Tax amounts are not visible by default in the expenses table. To view them, right-click any column name from the expenses table and select Tax Amounts from the contextual menu.

3.7.4. Billing expenses

If an expense is marked as billable, you can specify its total. By default, the total is the same as its amount but that can be changed. You can also specify the total by using a markup.

When a billable expense is added to an invoice, Fanurio creates an expense item for it so that it can be invoiced. Expense items have the same name as the expense category. If an expense doesn't have a category then the expense item has the generic name 'Expense'.

Expense items have Quantity equal to 1 which means that you will resell everything. If you are buying goods and you need to resell a certain amount (Quantity is not 1) then you should record your purchase as a non-billable expense and bill it using a product item. Product items allow you to specify both the quantity and the price for each individual product.

3.7.5. Using categories to organize expenses

Expenses can have an optional category that can be used to organize them.

The list of expense categories can be managed from Business » My Business Details+Projects+Expenses. Expense categories can also be specified when an expense is created or edited using the New link button.

Expenses can be searched or filtered by category in the Expenses view. Just click the small arrow icon from the search field to tell it that you want to search by category. Then type the name of the category that you want to search for.

3.7.6. Using tags to organize expenses

When creating or editing an expense, you can associate one or more tags with it in the Tags field. They have to be separated by commas (eg: tag1,tag2,tag3). If you need to tag multiple expenses, go to the Expenses view and select them. Then right-click to display the contextual menu and select Edit Tags.

Once you have one or more expenses with tags, you can then filter them in the Expenses view. Just click the small arrow icon from the search field to tell it that you want to search by tags. Then type the name of the tag that you want to search for.

3.7.7. Searching and filtering expenses

To learn more about the expenses you record in Fanurio, go to the Expenses view and use the filters above the expenses table. The table will display only those expenses that match the selected filters. Expenses can be filtered by:

  • client status (any, active, not active),

  • project status (any, active, suspended, cancelled, finished),

  • invoiced status (any, invoiced, uninvoiced),

  • billing status (any, billable, not billable) and

  • date.

Once you set these filters, the table footer will display the total amount of all visible expenses. For instance, you could use these filters to see how much you've spent on a date, week or month.

The table can also be filtered using a search field that can search by:

  • category,

  • description,

  • reference,

  • tags,

  • client;project and

  • invoice.

The client;project option allows you to filter expenses by client, or project name.

If you have a client called Aristotle with a project called Rhetoric, just type Aristotle;Rhetoric and it will display this exact project. If you type Aristotle it will display all expenses for this client. The semicolon is very important as it helps Fanurio distinguish between fields.

3.7.8. Creating expenses reports

The previous section explains how you can filter or search the list of expenses so you can get a quick insight about how you spent your money. However, if you need to use this information outside Fanurio you can either export the list of expenses as a CSV or Excel file or create an expenses report. Expenses reports are more flexible because they allow you to use a template to format data.

Go to Reports » Expenses Report to create a report for your expenses. Just like in the Expenses view, you can use several filters to specify which expenses should be included in the report:

  • Projects specifies the projects included in the report.

  • Date specifies the date interval when time was recorded.

  • Billing specifies whether the report should include billable or non-billable expenses.

  • Invoiced specifies whether the report should include invoiced or uninvoiced expenses.

Fanurio comes with a set of default templates that can be selected from the Template drop-down box:

  • Expenses shows the list of expenses sorted by date and totals at the bottom.

  • Expenses by Category shows expenses grouped by category.

  • Expenses by Client and Project shows expenses grouped by project.

If you need to create your own templates, please see this section to learn what placeholders you can use.