Expenses

Track any cost your team incurs — a client lunch, mileage, a software subscription — and decide whether to bill it to a client, reimburse the employee, or both.

Billable vs. reimbursable

Every expense can mix these two independent choices:

• Billable — tied to a project and charged to the client. (Non-billable = project-related but not charged.)
• Reimbursable — paid back to the employee by your firm. (Non-reimbursable = not paid back.)

An expense can be any combination — e.g. billable and reimbursable.

Add an expense

1. Go to Money → Expenses and click New Expense.

2. Choose Project or Overhead, and drag in a receipt if you have one.

3. Pick the project/phase (or overhead category), a vendor, an expense category, and the date.

4. Enter the amount. If the category has an expense rate, you’ll enter a rate and quantity instead (e.g. mileage) and Monograph calculates the total.

5. Set Billable and/or Reimbursable as needed, add a note, then click Save.

On the go & automatic

Capture expenses from the mobile app, or let the Smart Inbox create them automatically.

Vendors and QuickBooks

Choosing a vendor is optional, but it keeps QuickBooks syncing accurate. Need a new vendor? Add one right from the expense screen via the Vendor field → + Add vendor.

Per-unit rates

For costs like mileage, set up expense rates so amounts calculate automatically:

• Go to Settings → App Defaults → Expense Rates → + New expense rate.
• Give it a name, a dollar amount, and the expense category it applies to.
• For rates under $1, include the leading zero (0.70, not .7).

Once a rate is tied to a category, anyone logging that category must pick a rate for it.

Expense categories

Manage the category list under Settings → App Defaults → Expense Categories — add categories like Meals, Travel, or Software so expenses stay organized and report cleanly.

Manage expenses

From the Expenses page or a project’s Expenses tab, use the ⋯ menu to:

• Mark as Paid — after reimbursing an employee (record the reimbursement date) so you don’t pay twice.
• Edit or Delete — only while the expense isn’t on an Open or Paid invoice.

To export, apply a date range and filters, then More → Export for a CSV. If QuickBooks Online is connected, Send to QuickBooks appears here too.

Related

OverheadSet up overhead categories for non-project costs.

Create & send an invoiceAdd billable expenses to a client invoice.

QuickBooks Online syncSend expenses to your accounting.