You can easily record business or project-related expenses in Quotify to keep track of your costs and optionally bill clients for reimbursable charges.
📍 How to Add a New Expense
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Navigate to Expenses from the left sidebar.
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Click Record Expense.
🧾 Expense Fields Explained
| Field | Description |
|---|---|
| Name | Short label for internal reference. If the expense is billable, this can appear on the invoice item description. |
| Note | Optional internal note. Can also appear in the invoice item if the expense is billed to a customer. |
| Category | Select from predefined categories (e.g., Travel, Software, Meals). |
| Date | Date the expense occurred or was paid. |
| Amount | Total cost of the expense. |
| Customer | Select a customer if the expense is related to one. This enables further options. |
| Billable | Appears after selecting a customer. Check if the expense should be invoiced to the client. |
| Project | Shown only if the selected customer has active projects. Lets you link the expense directly to a specific project. |
| Currency | Will auto-adjust based on customer/project configuration. See currency rules below. |
| Tax | Add up to two taxes if applicable. |
| Payment Mode | Choose how the expense was paid (e.g., Bank, Cash, Credit Card). |
| Reference # | Optional reference or transaction number. |
| Repeat Every | Set this if the expense recurs (weekly, monthly, etc.). Requires Cron Job configuration. |
🌍 Currency Logic
| Scenario | Currency Used |
|---|---|
| Internal expense (no customer) | Base currency |
| Expense linked to customer (not billable) | Base currency |
| Expense linked to customer and billable | Customer’s currency |
| Expense linked to project | Project currency (inherited from customer if set, otherwise base currency) |
🔁 Recurring Expenses
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Use the Repeat Every field to configure recurring expenses.
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Make sure your Cron Job is properly set up so expenses are automatically generated.
💡 Tip
If you want to bill the expense to a client, be sure to:
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Select the Customer
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Check Billable
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Link the Project (optional)
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The expense will then be available for invoicing under that customer/project.