Billable expenses overview

Goal

Understand how rebillable costs are captured, approved when required, invoiced to customers, or written off.

Who it is for

Clerks with billable_expenses.manage; admins with billable_expenses.admin.

How billable expenses fit the cycle

1. Configure Billable expenses setup (default markup, receipt rule, approval threshold, write-off, categories, reject reasons).
2. Capture expense against a Customer with Source (Manual, Purchase bill, Expense claim, Payment), Cost, optional Markup %, and Description. API also accepts optional project_id (project link is optional; the capture dialog today focuses on customer/source/cost).
3. Status starts Unbilled. Approval may be not_required, pending, approved, or rejected based on threshold settings.
4. Select unbilled (and approvable) rows → Invoice selected to create and post one sales invoice; rows become Billed.
5. Or Write off an unbilled row when write-off is allowed in setup → Written off.
6. Crediting the sales invoice returns expenses to Unbilled (no GL cost move on rebill — original cost posting stands; the SI books revenue).

Module billable_expenses is independent of projects, though both appear under the Projects nav section.

Open the screen

Projects → Billable expenses (billable_expenses.manage).

Related

• Find billable expenses
• Capture an expense
• Bill and write off
• Billable expenses setup