How do I create an Expense?

Tracking expenses is one of the most important parts of running a small business. Every dollar you spend on supplies, software, travel, or subcontractors needs to be recorded so you can claim deductions at tax time, understand your profit margins, and keep cash flow under control. Billed makes expense tracking simple by letting you log expenses in a few clicks, attach receipt images, and categorize spending by type.

This guide walks you through how to create, edit, and manage expenses in Billed.

Create a new expense

Follow these steps to log an expense:

1. Click "Expenses" in the left sidebar menu.
2. Click the "Create New" button in the top-right corner.
3. Fill in the expense details:
   • Vendor — Enter the name of the supplier or service provider.
   • Amount — Enter the total amount you paid.
   • Date — Select the date the expense was incurred.
   • Category — Choose a category such as Office Supplies, Travel, Software, Marketing, or Utilities. Categories help you sort expenses in reports and during tax preparation.
   • Description — Add a short note about what the expense was for. This is optional but useful when reviewing expenses later.
4. Attach a receipt by clicking the "Upload Receipt" button. You can upload photos, scanned PDFs, or digital receipts. Keeping receipt images attached to expenses saves time when your accountant asks for supporting documents.
5. Click "Save" to log the expense.

Your new expense will appear in the expenses list, where you can filter by date range, category, or vendor.

Edit an existing expense

If you need to correct an amount, change the category, or add a receipt you forgot to upload:

1. Go to "Expenses" in the left sidebar.
2. Find the expense you want to change and click on it.
3. Click the "Edit" button.
4. Make your changes — update the vendor, amount, date, category, description, or attached receipt.
5. Click "Update" to save.

Delete an expense

To remove an expense you logged by mistake:

1. Go to "Expenses" in the left sidebar.
2. Click on the expense you want to remove.
3. Click the three-dot menu and select "Delete".
4. Confirm the deletion.

Deleted expenses cannot be recovered, so double-check before you confirm.

Best practices for expense management

• Log expenses as they happen. Waiting until the end of the month means forgotten purchases and missing receipts. Enter expenses the same day or snap a photo of the receipt right away.
• Use consistent categories. Stick to a small set of clear categories so your reports are meaningful. Billed comes with common categories pre-loaded, but you can add custom ones if your business needs them.
• Attach every receipt. Digital receipt storage removes the risk of losing paper copies. It also speeds up tax filing and audit preparation.
• Review expenses weekly. A quick weekly check helps you spot duplicate entries, unusual spending, or charges you do not recognize while details are still fresh.
• Separate personal and business expenses. Mixing the two creates headaches at tax time and can raise red flags during an audit. Use a dedicated business bank account and credit card whenever possible.

Why tracking expenses matters

Accurate expense records do more than satisfy tax requirements. They give you a real-time view of where your money goes, help you set realistic budgets, and make it easier to price your services profitably. For freelancers and small business owners, every unclaimed deduction is money left on the table.

Billed ties your expenses directly to your invoicing and financial reports, giving you a complete picture of business performance in one place.