Tracking Expenses

Expense Tracker (Admin → Finance → Financial Reports → Expenses) records what your organization spends, so your reports show money out as well as money in. This guide covers recording an expense, attaching a receipt, moving one through approval, and finding it again later.

Who can do this: Owners and Admins, and team members with Finance access.

Recording an expense

Choose Add Expense. The Add New Expense form asks for:

Title, a short name such as "Opening-night catering".
Amount.
Description, for anything the title does not carry.
Category, from the list below.
Vendor, who you paid.
Payment Date, when it was paid.
Payment Method, free text such as credit card or check.
Receipts, one or more image or PDF files.
This expense is tax deductible, a checkbox.

Save, and the expense enters your list as Pending.

Attach the receipt while you are recording the expense. Matching a folder of photographs to a list of entries months later is the part nobody enjoys.

Approving and paying

Expenses move through a short review:

Pending: recorded, waiting for review.
Approved: reviewed and approved.
Rejected: declined. The Reject Expense dialog requires a reason, which is what makes the record useful later.
Paid and Reimbursed: settled.

Approve or reject from the row's controls, and open any row to see the full detail including its receipts. An expense can be edited or deleted while it is still under review; one already tied to a reimbursement cannot be deleted until that is resolved.

Finding an expense

Three figures sit above the list: Pending Approval, Approved Total for the period, and Tax Deductible year to date.

The list shows Date, Title, Category, Vendor, Amount and Status. Search by text, or filter by status and by category. Use the download control to take the list away as a file.

How expenses reach your reports

Recorded expenses feed the expense side of your financial reports, so a Profit and Loss or Board Summary report shows a real net position rather than gross revenue alone. See Analytics and Reports Overview.

The tax-deductible flag is a label your accountant can work from. Crafted Call stores the classification and totals it; it does not give tax advice, and what qualifies depends on your country.

Habits worth keeping

Record as you spend. A year-end reconstruction from bank statements is guesswork.
Attach receipts at entry time.
Review pending expenses on a schedule so nothing sits unapproved into the next reporting period.
Give a real reason when you reject one. The reason is what you will read in six months.

Troubleshooting

I cannot see the expense tools. Confirm you have an Owner or Admin role, or Finance access. Some finance features also depend on your plan.

A rejection will not save. Rejecting requires a reason. Add one and try again.

I cannot delete an expense. It is attached to a reimbursement. Resolve that first.