How to add an automated expense

Note: This feature has not been released yet. It's coming soon.

Automated expenses are expenses that get created for you automatically, whenever something specific happens in the system, rather than you creating them by hand every time.

How it works

Adding an automated expense starts with choosing a trigger, the thing that has to happen for the expense to be created. The two you will use most are a job being created and a project being created.

Once you have chosen your trigger, you fill out the expense itself using the same fields as a normal expense. Payee, amount, date, expense type, category, reference, description and attachments all work exactly the way they do when you are adding one by hand. Nothing about the form changes. What is different is what happens next.

What happens once it is set up

From that point on, whenever the trigger fires, a new job being created for example, the expense you defined is created automatically using the details you set. Nobody has to remember to log it.

When to use this

A good candidate is anything you already know applies every time a certain thing happens. A cost that comes with every new job, or every new project, rather than something that changes from one to the next.

If the amount or the details genuinely vary each time, an automated expense will not fit well, since it creates the same thing on every trigger regardless of what actually happened on that particular job.