Overview
Recording expenses in Nutcache is a straightforward process that helps you maintain accurate financial records, track project costs, and manage reimbursements. By using the Expense module, you can:
Create a new expense - a regular one or a mileage one.
Apply payments against expenses.
Attach receipt images for better documentation.
Add comments to provide additional context for the expense.
This feature ensures that your expense tracking is organized, efficient, and easy to manage.
Who can use this feature?
Owners and administrators have full access to the Expenses. Project managers and Regular members can access, create and edit expenses they’re assigned to.
Where can I find this feature?
The Expense module is accessible from the main menu on the left. Once inside the module, click the +Expense or + mileage expense button to start recording a new expense. You can also create one from the global “+” button on the top right corner and from within the task inside the expense module.
How to record an expense
Choose one of the three options above (Expense module, global “+” or a task from the expense module) and look for the +Expense button.
Complete the Expense Details: Fill out the required and optional fields to create a new expense:
2.1 - Regular expense
Expense Number: Set a unique numbering format (e.g., EXP2024-001). Nutcache will automatically continue the sequence for future expenses. (Required)
Expense Date: Specify the date of the expense. (Required)
Due Date: Indicate when the payment is due. (Required)
Member: Select the team member associated with the expense. (Required)
Project: Link the expense to a specific project (if applicable).
Task list: Select the task list associated with the expense (if applicable).
Supplier: Choose the supplier related to the expense.
Category: Select the category that best describes the nature of the expense.
Description: Add a brief description or details about the purchase.
Subtotal: Enter the total amount of the expense, excluding tax. (Required)
+Tax: If applicable, select the relevant sales tax from the list.
+Manual Tax Entry: Use this option to input a custom tax amount manually.
Attachments tab: you’re also able to add attachments when creating an expense from the attachments’ tab.
2.2 - Mileage expense:
Expense Number: Set a unique numbering format (e.g., EXP2024-001). Nutcache will automatically continue the sequence for future expenses. (Required)
Billable: Select this option if you plan to rebill back the expense to your client.
Expense Date: Specify the date of the expense. (Required)
Due Date: Indicate when the payment is due. (Required)
Member: Select the team member associated with the expense. (Required)
Project: Link the expense to a specific project (if applicable).
Task list: Select the task list associated with the expense (if applicable).
Task: Select the task associated with the expense (if applicable).
Mileage to claim: Type the extent of the mileage.*
Rate: Type the price of each mileage of the mileage.
Description: Add a brief description or details about the purchase.
Attachments tab: you’re also able to add attachments when creating an expense from the attachments’ tab.
*NOTE: You can setup the default travel unit from your company settings.
Save the Expense: Once you’ve completed all the fields, click the Save button. This will save the expense and unlock additional tabs and options for further management, such as attaching receipts or applying payments.
Important Information
Attach a receipt image to ensure proper documentation. This can be done after saving the expense by navigating to the Attachments tab.
Use the Description section to add notes or explanations related to the expense for better clarity.
Expenses marked as billable can be rebilled to clients directly through the Invoicing module.
By following these steps, you can effectively record and manage your expenses in Nutcache, ensuring accurate financial tracking and streamlined operations.