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Expenses

Expenses is where what goes out is kept: the license, the trip, the contractor, the office. Each one with its category and, where it applies, with the client who caused it. The ones that are theirs come back as a line on their next invoice, and the rest tells you what it costs to work.

  • What you spent by category, month, year and client
  • A client's expenses come back on their invoice
  • Real profit: what you collected minus what you spent
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app.agentticcrm.com/app/expenses
Sample screen with fictitious data.

What Expenses does

  • Expense and receipt details

    Record the description, amount and date. Add the supplier, their tax ID and the receipt number to keep the purchase details.

  • Six categories for the whole house

    Software, Contractor, Marketing, Office, Travel and Other. The same all year and for everyone, which is what makes one month comparable to the next.

  • Charged to a client

    Associate the expense with the client and, when relevant, their project to identify which work it came from.

  • Billable to the client

    You tick the box and that amount waits for the client's next invoice, where it drops in as one more line with no retyping.

  • Profit, not just revenue

    What you collected minus what you spent, for the month and the year, on the main dashboard, with the breakdown by category in Reports.

  • Find it and take it with you

    Filter by category, each one showing how many expenses it holds, or type whatever you remember. Whatever the filter leaves downloads to a spreadsheet.

  • Taxes, withholdings and cost

    Add multiple taxes and withholdings per receipt, and identify recoverable tax as a tax credit. The breakdown distinguishes the expense cost from the total paid. If you only have the total, enter it to calculate the base from the configured taxes and withholdings.

Why the categories are not invented as you go

There are six and they are fixed, on purpose. The spend-by-category chart is only worth reading if everyone uses the same labels all year. With free-form categories you end up with forty names for the same thing in three months, and no comparison left standing.

What is free is the description. That is where you say what it was for and who decided it, and the search finds it later by any word you remember.

Your own expenses and your client's

Your own expense

  • Licenses, office, advertising, your team's trips
  • It cuts into the profit of the month and of the year
  • It adds up in the spend-by-category chart
  • Nobody is charged for it: it is what operating costs

Billable to the client

  • The supplier or the trip you took on for a job of theirs
  • It carries their client and the billable box ticked
  • It waits, marked To bill, until their next invoice
  • Once loaded it stays linked, and can never be charged twice

How an expense finds its way back to the client

  1. Log it and tick it

    When you create the expense you choose the client and tick Billable to client. From then on it waits, with nobody having to note it down anywhere else.

  2. Open that client's invoice

    As soon as you have a draft invoice for them, a notice at the top tells you how many expenses are waiting and how much they come to together.

  3. Press Add to invoice

    The waiting expenses become invoice lines, with their description and their amount. Every one that was waiting goes in, in one move.

  4. And if that invoice never goes out

    If you discard it or void it, the expenses go back to waiting for the next one. None gets lost along the way and none is charged twice.

Net per client answers the uncomfortable question: which of your biggest billers leaves you the least by the end of the year. That figure only appears when expenses carry the name of the client who caused them.

Frequently asked questions

Can I create my own categories?

The six it ships with are fixed, and that is the decision that keeps spending comparable across months and across people. The detail goes in the description, which is free text and searchable word by word.

What currency are expenses recorded in?

In your organization's own, the same one all your totals are read in. That way monthly spend, profit and cash flow add up cleanly, with no exchange rate nobody ever set mixed in.

Can I mark it billable after I have already logged it?

Yes. You edit the expense, tick the box and set the client. As long as you have not loaded it onto an invoice, it is still available for the next one.

Does the whole team see what the company spends?

Only whoever has permission to. The spend and profit figures on the main dashboard appear to those people alone; the rest of the team works without seeing them.

Is it for paying suppliers or running payroll?

No: Expenses is the record of what goes out and what comes back to the client. Purchase orders, supplier payments and payroll stay in the system where you already run them.

Expenses crosses paths with

See AgentticCRM working with your team's day-to-day

Ask for a demonstration and we will show you how these features fit the way you already work: your clients, your projects and the way you get paid.

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