import { Callout, Steps } from ‘nextra/components’

Record an Expense

Goal: Create an expense record with the right description, amount, finance allocation, and supporting documents.

A well-recorded expense is easier to approve, reconcile, and report. Add enough detail for another user to understand what was purchased and why.

Before you start

You must have permission to create expenses.
Prepare the receipt, invoice, or supporting document if one is required by your process.
Confirm the correct budget, account, department, or supplier details before you save the record.

Steps

### Open Expenses

Open the Finance area and go to the expense list.

Start a new expense

Select the action to create a new expense.

Enter the expense details

Complete the main information, such as the date, description, supplier, currency, and amount.

Use a clear description. A short note such as “provisions” is often not enough for later review; include the context if it matters.

Complete the finance information

Add the account or budget allocation used for this expense. If the expense must be split across more than one account, enter each allocation carefully and check that the total still matches the expense amount.

Add supporting files

Attach the receipt, invoice, or approval evidence if available.

[PLACEHOLDER: screenshot - expense form showing details, finance allocation, and attachment area]

Save the expense

Review the record once more, then save it.

Result

The expense is created and appears in the expense list. Depending on your finance workflow, it may be ready for review, approval, payment follow-up, or reporting.

Manage Suppliers Approve a Payment