Expense Tracking

What is expense tracking?

WebWork’s expense tracking feature allows you to keep record of company expenses. It allows your staff to add expenses and log various key spending details like the date, amounts, and invoices. Please note that these are expenses other than payroll, which WebWork can help you monitor with the Payroll feature.

Navigating to expense tracking

To view expenses in your workspace:

• In your dashboard, go to Finances > Expense Tracking

Here you can see all expenses your workspace members have added in a given period. You can also see key details for each expense, including: 

• Amount
• Date
• Expense information
• Project
• Category
• Invoices

Note: if an expense has an attached invoice, a purple paper clip icon will appear next to the Expense.

To see when an expense was added, enable the Added Date column. Click Columns in the top-right and check the box next to Added Date.

When adding an expense, WebWork allows you to mark them as either billable or non-billable so it's clear from first sight which expense needs reimbursement.

How to add an expense?

To add an expense, click Add expense on the Expense Tracking page. You can then enter details like expense date, amount spent, category, and a receipt. You can upload receipts in a variety of document and image formats like PDF, PNG, HTML, and more shown in the expense modal.

In the New Expense window, you can add and edit expense categories across your workspace. Click the box below Category and start typing to create a new category. Typing here will also search through your existing categories.

After entering the name of your new expense category, click the purple checkmark to add it. If you’d like to edit an existing category, simply hover over it and click the gray pencil icon on its right. To delete a category, click the red trash bin icon instead.

Note: deleting expense categories is permanent and cannot be undone. Clicking delete removes the category immediately.

Filtering and editing expenses

The Expense Tracking page offers several filtering options. These include:

• Members
• Projects
• Categories
• Date

After finding the expense you were looking for, you can explore it in detail. Click the three-dot icon in the Actions column and select View & Edit. If you make any changes, click Make changes in the bottom-right of the window to save them.