Expenses & Bills
Record expenses and receipts, run approvals and manage supplier bills.
- Getting started with expensesRecord expenses with receipts and get them approved. Then reimburse your team or bill the expenses to a customer.
- Getting started with billsRecord the bills your suppliers send you and the payments you make. See which bills are due and how much you owe.
- Overview of expense reportsFind the expense report you need, such as spending by category or by person. Then follow the link to that report's guide.
- Expense approvalsSwitch on expense approvals so each expense waits for an approver. See how to submit expenses and who can approve them.
- Expense reimbursementsMark expenses as reimbursable when people pay with their own money. Then record paying them back on the Reimbursements tab.
- How do I edit a locked expense?Find out why an expense's Edit button is greyed out and how to unlock the expense.
- Expense settingsSet the expense options for your whole account, such as approvals and AI receipt scanning. Manage your expense categories here too.
- Expense categoriesSet up the expense categories your team chooses from, such as Travel or Meals. A category can also add a markup or work out the amount from a unit price.
- Add markup to expenses on invoicesSet a markup on an expense category to charge customers more than the expense cost you. Avaza adds it when you invoice the expense.
- Record mileage as an expenseSet up a mileage expense category with a rate per mile or kilometre. Your team enters the distance and Avaza works out the amount.
- Recurring expensesSet up a recurring expense profile that creates the same expense on a schedule. Use it for costs such as a monthly software subscription.
- Can I attach receipt images to my expenses?Attach a receipt photo or PDF to an expense, so approvers can check it. You can also email receipts in and find them again later.
- The Avaza Expenses appRecord expenses on your phone with the Avaza Expenses app. Take a photo of the receipt and submit the expense for approval.
- Can I attach pictures I take with my phone as expense receipts?Attach a phone photo of a receipt to an expense. Take it in the Avaza Expenses app, or email it to your account's receipts address.
- Scan receipts with AI to create expenses automaticallyTurn receipts into draft expenses with AI receipt scanning. Upload a receipt or email it in, then check the details Avaza filled in.
- Can I enter expenses in foreign currencies?Record an expense in the currency you paid in. Avaza saves an exchange rate with it, which you can check or change.
- How does Avaza convert expenses into account currency or customer currency?Avaza converts a foreign-currency expense to your account currency for reports. On an invoice, the expense is converted to the customer's currency.
- Custom views on the Expenses pageFilter and group the expenses on the Expenses page. Save each setup as a view for yourself or your team.
- Expense Details reportList your team's expenses one by one. Check a customer's expenses before you invoice them, or get tax amounts for your accountant.
- My Expense Details reportList your own expenses with their receipts and totals. Check what you filed against what you spent, or keep a record.
- What's the difference between Reference # and Purchase Order # on a bill?Reference # holds the supplier's invoice number, and Purchase Order # holds your own PO number. See where each number shows.
- Expense Receipts reportSee each expense next to a preview of its receipt. Find expenses with no receipt, or keep copies for your tax records.
- Expenses by Category reportSee how your spending splits across expense categories, such as Travel or Meals. All amounts are in your account currency.
- Expenses by Employee reportSee how much each person has spent and how much has been paid back. All amounts are in your account currency.
- Expense by Customer (Base Currency) reportSee how much your team has spent for each customer. All amounts are in your account currency.
- Why don't the expense amounts on my invoice match the expense reports?Find out why an expense line on an invoice can differ from the expense reports. See which report columns to compare.
- Bill Aging and Bill Aging Details reportsSee how much you owe each supplier and how long their bills have been overdue. Bill Aging Details lists every unpaid bill with its balance.
- Bill Item List reportList the individual lines on your supplier bills with the Bill Item List report. See what you spent on each item or what each supplier billed you for.