How to track expenses 🎦
If your company's plan has the expenses module enabled, you can track all of your expenses under Expenses in Harvest. This article covers how to enter expenses and how to upload receipt images. If your account uses Timesheet approval, you can also submit them for approval with the rest of your timesheet.
This article covers creating expenses while accessing Harvest in a web browser. You can also add expenses when using one of our mobile apps.
Enabling the expenses section in your account
If your plan supports tracking expenses, Administrators can enable the expenses module from Settings > Modules.
Creating an expense in a web browser
-
Go to Expenses.
-
Click the green Track expenses button.
-
Choose your date, project, and category. Enter your amount, which may be a monetary amount or another unit that Administrators can set up under Manage > Expense categories. You can also add a note or expense receipt.
-
Check the box beside This expense is billable if necessary.
-
Billable means you will invoice your client for the expense. Non-billable expenses are not billed to your clients. They cannot be pulled into an invoice, and are not included in your uninvoiced amounts.
-
Expenses tracked to billable projects will default to being billable. Expenses tracked to non-billable projects will, by default, be non-billable.
-
- Click Save expense.
Tracking expenses for another person
If you’re an Administrator or a Manager with special permission to edit expenses, you can edit another person’s expenses by clicking the Teammates button in the top right of your expenses screen.
Creating new expense categories
Administrators can add new expense categories from Manage > Expense categories when accessing your account in a web browser. Learn more about managing expenses.
Uploading a receipt to an expense
In Expenses, you can upload a receipt when you add an expense. There are two ways to do this:
- Click the Attach receipt link.
- Drag and drop your receipt image into the orange New expense box.
Some things to keep in mind:
- You can upload these file types: .png, .gif, .pdf, .jpg, .jpeg
- You can also upload receipts from the iPhone app or Android app.