Link expenses and charge customers

An expense records a purchase by your business. You can associate it with work to track the cost, or select it as a line on a quote or invoice when you want to charge the customer.

These are separate actions. Linking a receipt or expense to a project does not automatically add a customer charge.

Keep expenses with a project

Open the project's Expenses card and choose to add an existing expense or create a new one. Creating from the project carries the project into the expense form. When choosing existing records, select the expenses and confirm the action.

The expense remains a single saved cost record, visible in the main expense list as well as the related work. Expenses are not available for test projects.

An expense has one project assignment. Moving it to another project replaces that assignment and clears its existing job, quote, and invoice associations. Check the related work before moving it.

Unlink an expense

On the project's expense entry, choose Unlink from project and confirm. This removes the project association and clears the expense's job, quote, and invoice links. It keeps the expense and its receipts in TREVY.

Unlinking work does not remove a line already copied onto a quote or invoice. Edit the document separately if that charge should be removed.

Add an expense as a document line

1. Open the quote or invoice you are preparing.
2. Open the add-line-item picker and select Expenses.
3. Search or browse for the expense, select it, and confirm the selection.
4. Review the new line before saving or sending the document.

The new line starts with quantity 1, uses the expense description as its name (or the supplier name if the description is empty), and uses the recorded expense total as its starting rate. The document calculates its own taxes and totals.

You can also choose Create Expense from this picker, scan or enter the purchase, and save it. The saved expense is returned to the document for adding as a line, subject to the same currency and tax checks.

The expense stays a purchase record. Adding it to a customer invoice does not mark the supplier paid, and changing the customer line does not edit the original cost.

Why an expense may be unavailable

The picker checks the expense against the document. An entry may be disabled because:

• It is already added to that document.
• Its currency differs from the document currency.
• Its tax setup or tax rate does not match the document.

Read the reason shown beside the item. Review the expense and document settings rather than changing the purchase record merely to make it selectable.

Keep corrections in sync with your work

Quote and invoice lines keep a copy of the selected expense information. Changing the original expense later does not automatically update a line already added to a document. Check both records if you are correcting an amount.

For recording the original purchase, see Create and manage expenses. For organising related costs, see Project expenses and financials.