Add an Expense

Use Expenses to keep track of what your business spends, from mulch and fuel to equipment repairs. You can tie each expense to a customer, a property, a piece of equipment, a vendor or an employee, and it shows up on your Expense Report.

Table of Contents

1. Start a New Expense
2. Describe the Expense
3. Amount and Taxes
4. Record the Payment
5. Assign the Expense
6. Make It Recurring
7. Notes, Receipts and Saving
8. Find the Expense Later

Start a New Expense

Click Finances, then Expenses. Click the green New Expense button, then New Expense. To bring in many expenses from a spreadsheet, choose Import Expenses instead.

Describe the Expense

Type a Description so you know what the expense is for. Add a P.O. # if you have one; it is optional.

Pick a Category. To add a new category, click the + button next to it.

The Date starts as today. Change it if the expense happened on another day.

Amount and Taxes

Enter the Amount. To record tax separately, click Break down taxes. You can add up to two taxes as a percent or a dollar amount, and LawnPro shows the Total.

Record the Payment

If the expense is already paid, tick Pay in full. If you have paid part of it, type what you have paid so far in Amount Paid.

Pick the Payment Method you used or will use.

Assign the Expense

Under Assign to, choose who or what the expense is for: Not Assigned, Customer, Equipment, Vendor / Supplier or Employee. A new expense starts on Vendor / Supplier.

If you choose Customer, pick the customer, then use Applies To to link the expense to just the customer or to one of their properties, estimates or invoices.

Make It Recurring

If the expense repeats, open Make Recurring. Choose How Often? (Daily, Weekly, Bi-Weekly, Monthly or Yearly) and an End Condition: end by a date, or after a number of expenses. The Date at the top becomes the Start Date.

Recurring expenses are listed on the Recurring Series List tab of the Expenses page. To keep it a one-time expense, close Make Recurring again.

Notes, Receipts and Saving

Add notes under Notes, and receipts or photos under Receipts & Documents. Then click the green Save New Expense button.

Find the Expense Later

Your expense is on the Expense List. If you linked it to a property, the property shows under the description. If you linked it to an invoice, the invoice number shows instead.

Expenses linked to an invoice also show under Linked Expenses when you view the invoice. Customers can’t see them.