Expenses and financials
The full project view brings together connected documents, an Expenses card, and a financial summary. You can reach it from linked jobs and documents, so you can review the same costs and billing while working from different records.
Link expenses
Use the project's Expenses card to create a new expense or select existing expenses. A linked expense remains the same cost record in the main expense list.
Use Unlink from project to remove the project association without deleting the expense or its receipts. Moving or unlinking an expense also clears its job, quote, and invoice associations, so check the related work first.
Linking a cost does not automatically bill the customer. To add it as a charge, use the quote or invoice line-item picker and review the resulting price and tax calculation. See Link expenses and charge customers.
Read the financial summary
| Figure | What it represents |
|---|---|
| Approved | The total of accepted project quotes that are not cancelled, rejected, or expired. |
| Billed | Non-draft invoice totals, less applicable non-draft credit-note amounts. |
| Paid | Paid invoice totals and amounts treated as settled on issued invoices based on their remaining balances. |
| Left to Collect | Remaining positive balances on issued invoices. |
| Expenses | The totals of linked expenses, including costs not yet marked paid. |
| Profit | Billed minus linked expenses. |
Draft invoices and draft credit notes do not contribute to billed totals. An approved quote is not itself invoice revenue or money collected.
Understand the limits
The Profit figure is a comparison of recorded billing and linked costs. It is not a full accounting profit calculation: it does not automatically cost job time or include overheads and expenses you have not linked. The calculation uses document totals, which can include tax.
Likewise, Paid is derived from invoice states and balances rather than a separate bank reconciliation. Credits and other balance adjustments can affect how settled amounts are represented. Open the invoice, credit note, or payment history when checking a specific transaction.
The summary is not a currency-conversion tool. Review underlying document currencies and amounts before comparing records with different currency settings.
When a number looks wrong
Check whether a document is still a draft, whether the quote is accepted, whether a credit note affects the invoice, and whether the expense is linked to this project. Refresh the project view after saving changes.
A completed job does not add an invoice amount to the summary by itself. Continue through Add Document when you are ready to bill.
Demo projects do not allow real expense management. Their document context is kept separate from real client work.