Video tutorial 9 of 24
How to Track Your Expenses in Workspace369
To add an expense in Workspace369, open Expenses under Finance and click Add Expense. You can type it in by hand or scan a receipt: the AI reads it and fills in the supplier, the total with tax, the date, the expense type and each line item, and the receipt is attached for you. Link the expense to a project so it counts toward what that job costs, then click Add Expense. Filter the list by expense type to see what you spend on each, and open Accounting, where Net Income shows your revenue minus your expenses.
What you'll learn
- How to read your expenses in the table view: type, date and amount
- How to scan a receipt so AI fills in the supplier, total, date, type and line items
- How to link an expense to a project so it counts toward that job's costs
- How to filter your expenses by type
- Where your expenses show up in Accounting and your net income
FAQ
Common questions
How do I add an expense in Workspace369?
Open Expenses under Finance and click Add Expense. Choose Enter manually to type it in, or Scan invoice/receipt to upload a photo or PDF and let AI fill it in. Check the details, then click Add Expense.
What does the receipt scan fill in?
The AI reads the receipt and fills in the supplier as the name, the total with tax, the date, the expense type, and each line item with its quantity and price. The receipt is attached to the expense. Review the details before you save.
What files can I scan?
You can scan a photo or a PDF of a receipt or an invoice: JPG, PNG, HEIC or PDF. Large photos can be optimized before scanning.
Can I see what a project costs?
Yes. Link an expense to a project when you add it, and it counts toward that project's spending.
Do my expenses show up in my accounting?
Yes. When Accounting is set up, each expense is posted to your books as a journal entry for you to review, and Net Income shows your revenue minus your expenses.
Full transcript
Welcome back. In this video, we'll track your expenses: scan a receipt, let AI fill in the details, and keep every cost in one place.
Open Expenses, under Finance. I'll switch to the table. Here's everything you've spent: each expense, with its type, its date, and the amount. To add one, click Add Expense. You can type it in by hand, or scan a receipt. Let's scan this one.
The AI reads the receipt, and fills in the supplier, the total with tax, the date, and the type. Each item on the receipt is listed too, with the subtotal and the tax.
Link it to a project, so it counts toward what that job costs. This one is for Operations Readiness. The receipt is attached for you. Click Add Expense. And there it is, at the top of your list.
To see what you spend on supplies, filter by Expense Type. Your expenses also go into Accounting. Here, Net Income shows your revenue, minus your expenses. And that's how you track your expenses. In the next video, we'll plan your schedule in the calendar.
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