Overview and audience
Company Expenses records costs that belong to the business as a whole rather than to a specific project.
These expenses help the company monitor overhead without incorrectly charging the cost to an individual project.
| Role | Access |
|---|---|
| Admin | can add, edit, review, approve, reject, and reopen company expenses |
| Manager | can add and manage company expenses where permitted, but cannot approve them |
| Supervisor | may receive read-only visibility with amounts hidden |
Only Admins can approve company expenses. Company Expenses is a free optional module; existing companies keep access automatically.
Company expense categories
Company Expenses is organized into:
- All
- Office
- Executive
- Miscellaneous
Office
- Use for normal office and administrative operating costs.
- office supplies
- utilities
- rent
- internet
- office maintenance
Executive
- Use for approved executive or leadership-related business expenses.
Miscellaneous
- Use for legitimate company overhead that does not fit the Office or Executive categories.
Main workflow
- 1
Add a company expense
Select + Add Company Expense.
Enter the required information in the drawer and save the record for review.
Use company expenses only when the cost is not directly attributable to one project.
- 2
Search and filters
Use the category tabs to switch between:
- All
- Office
- Executive
- Miscellaneous
Use search to find records by notes, submitter, category, or related information.
Use the date range filter when reviewing expenses for a specific period.
Status and approval table
| Status | Meaning |
|---|---|
| Pending | The record is waiting for review. Pending company expenses are not yet included in approved overhead cost. |
| Approved | The company expense has been reviewed and accepted. Approved records contribute to company overhead reporting. |
| Rejected | The expense was not accepted and does not count as approved overhead. |
| Review actions | Depending on status and permission, actions may include: Approve Reject Reopen as Pending View Details View proof Only Admins can approve or reject company expenses. |
Company Expenses vs Project Expenses comparison
Company expenses versus project expenses
- Company Expenses affect company overhead, not the actual cost of an individual project.
- Use Project Expenses when the cost belongs directly to project delivery.
- Accurate classification keeps project profit figures trustworthy.
Overhead-reporting effect
Proof and category details
Proof and supporting documents
Proof may include:
- official receipt
- invoice
- payment confirmation
- expense photo
- internal supporting document
Attach supporting proof when available.
Approvals
Company expense approvals are available under:
Approval queue location
ADMIN & FINANCE → Approvals → Company Expenses
What appears on the page
The company expense page may show:
- pending approval
- approved overhead cost
- total submitted
- number of records
The records list may include:
- category
- notes
- submitted by
- amount
- date
- proof
- status
- available actions
Important notes
- Company Expenses should not be used for project-specific costs.
- Only Admins can approve company expenses.
- Supervisors may receive read-only access with amounts hidden.
- Approved company expenses affect overhead reporting, not project actual cost.
- Payment methods and extra fields may vary by category.
- This is primarily a web-based admin and finance workflow.