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Record an expense

Enter a paid cost and code it to the right project.

Updated October 15, 2026

An expense is a cost you already paid: the supply house run, the fuel, the permit fee. Werx records it as paid and adds it to the project's job cost. Money you still owe a vendor is a bill, not an expense.

  1. In the left navigation, click Expenses > Expenses.
  1. Click New Transaction and choose Expense.
  1. Choose the Vendor. If the purchase came from a purchase order, pick it under Purchase Order to pull in its line items.
  2. Enter the Expense Date, a Reference #, and the Payment Account the money came from.
  3. For each line, pick the Type (Material, Labor, Equipment, Subcontractor or Other), the Project and budget item the cost belongs to, a description, and the Amount.
  4. Click Save. Expenses are recorded as paid as soon as you save them.
  5. Open any expense from the list to review or edit it.

QuickBooks Online

For connected accounts, choose Save & Sync from the save menu and the expense is created in QuickBooks against the payment account you picked. If sync is greyed out, an administrator should check the QuickBooks connection.

Expenses FAQ

Expense or bill?

An expense is paid already. A bill is owed and stays open until you pay it.

Do expenses affect the budget?

Yes. Each line is coded to a project and expense type, so it rolls into that project's actual cost.

Can I attach the receipt?

Yes. Use the files panel on the expense to attach a photo or PDF.