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How to Enter a Reimbursable Charge or Expense

Learn how to enter a reimbursable charge or expense that the client will reimburse you for

Bobbie Combs avatar
Written by Bobbie Combs
Updated over 10 months ago

To enter a reimbursable charge or expense that you will Invoice the Client for, follow these steps:

1. In the navigation bar, click on Accounts Payable and then click on Vendor Deposits & Invoices. In the top right, click on the +Add button and select Expense/Bill/Miscellaneous.

Go to Expense/Bill/Miscellaneous in Vendor Deposits & Invoices

2. Select the Vendor, if the Vendor is not shown in the list, you can add the Vendor by going to the navigation bar and clicking on Contacts and then Vendors. Then enter an Invoice Number (use the date or another identifier if you do not have an Invoice Number), the Invoice Date (which is the date of the transaction), and an optional Transaction Description. Lastly, choose the proper method of payment with the Pay With menu. If the payment method is A Check, then you can enter the check details under Enter Hand Check/Wire Details.

Fields to fill out for entering a reimbursable charge or expense

3. Click the +Add button under the information you just entered.

Click Add to access the Vendor Invoice Distribution window

4. On the Vendor Invoice Distribution window, select the Project Related option and enter this information:

  • Select the appropriate Sales Category and input the Amount / Cost for the expense

  • Next, in the Item / Component Information section, select the Project to which the expense will be assigned and then choose either New Item or Existing Item to indicate whether this will be an additional Item created in the Project or the expense will be assigned to a previously entered Item, respectively

  • If you are using the New Item option, you can optionally enter the desired Location within the Project to assign the Item

  • Select the Component Type that best fits your expense. If you are unsure, choose Merchandise

  • You can change the Pricing Type as desired. In the % Type menu, choose if you wish to Markup this expense, Discount it or make it a Fee. If you do not wish to bill the Client for the expense, you can choose Discount and enter 100 into the Markup% field as doing so will generate a cost in the Project only. The pricing type and percentage will default from the Project settings for the selected Component Type

  • Select whether the expense is Taxable though this will default from the Project Taxable settings for the selected Component Type so it generally does not need to be changed.

  • Enter a Description. This information will become the Item description if the New Item option has been chosen while it will be the Component description if Existing Item was selected

  • Click the OK button when finished entering the information

Fields to fill out when entering a reimbursable charge or expense

If you want to split a total expense between multiple Projects, click the +Add button again to repeat the process.

5. Once complete, click the green Save button in the top right.

Save the reimbursable charge or expense

6. Make sure the expense is tagged and then click on the Post button on the right.

How to post the reimbursable charge or expense

7. Confirm the fiscal month shown and change if needed. Then click on Ok.

Post the vendor invoice to post the expense

8. You can find the expense you just entered, by going to the Existing tab at the top. If you selected "A Check" as the Pay With option and did not enter details under "Enter Hand Check/Wire Details" , the expense will be in Payments in the navigation under Accounts Payable. If you input Hand Check or Wire Transfer information, the payment will be displayed under the appropriate Cash / Checking account in the Checkbook. If a Credit Card Account was selected on the "Pay With" menu, the charge will automatically appear in the appropriate account in the Credit Card.

In Specifications, either a new Item for the expense will be visible if the New Item option was selected or a new Component on the desired Item if the Existing Item was chosen.

You can now create a Client Invoice for the reimbursable expense. Click here to learn how to create a client invoice

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