Parent workspace · 3 min read
Track an expense and reimbursement
Record a cost once, then update that expense when reimbursement arrives.
Updated · Website and iOS workspace
Before you start
Have the date, amount, payer, and any receipt available. These fields document what you recorded; saving an expense does not request or transfer money.
Follow these steps
Open Expenses → Add expense
On a phone, open More to find Expenses. Check Expense date, choose a category, describe the cost, and enter the amount, currency, and Paid by label.
Record the reimbursement details you know
Use Reimbursement requested if applicable. Enter a due date only when you have a source for it. Set the current Reimbursement status and record any amount already reimbursed and its date.
Save the expense
Choose Save expense and wait for the saved message. Open History to confirm the date, amount, description, and status. Keep one expense entry for the cost rather than adding the same receipt as another expense.
Keep the receipt separately
Use Take a photo or File under Add records to save the receipt in Files & evidence. Give it a clear date and description so you can identify which expense it supports.
Update the existing entry when money arrives
In History, select Edit expense for that cost. Update Amount reimbursed, Reimbursement date, and Reimbursement status, then choose Update expense. Amount reimbursed is the total received for that expense, not an additional payment to add to the prior value.
Choose the scope of an export
Expenses overview totals cover saved expense records. For a particular period, open Reports and select the intended date range. Compare the preview with your receipts and payment confirmations.
Check that it worked
History contains the expense once with the current reimbursement details. The remaining amount reflects the cost and reimbursement totals you entered.
An example to follow
Fictional example: an expense is $40. You first receive $10 and enter $10 as Amount reimbursed. After another $15 arrives, edit the same expense and change the total reimbursed to $25. The remaining amount is $15.
If you get stuck
The total does not match my date filter.
The Expenses overview covers all saved expense records. Use Reports for a custom date range and verify the report's selected type and included rows.
A partial payment still looks unpaid.
Check both Amount reimbursed and Reimbursement status. Update the existing expense, save it, and reopen History to confirm the new values.
Is this a payment request or an official balance?
No. This is a record of the costs and reimbursements you entered. Compare it with your receipts, payment records, and the instructions relevant to your situation.
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Related guides
Still need help? Contact support with the screen name and error wording. Leave out private case details. These instructions explain the product and do not provide legal advice.