Source: https://www.brixit.io/docs/crm-expenses

# Record and track expenses in Brixit CRM

Use **Finance → Expenses** for costs such as property photography, advertising or agency
overhead. Link an expense to a property or contact when you need that context.

**Before you start:** you need permission to create expenses, the amount and currency,
and a receipt if available. Check whether your company uses an expense approval workflow.

## 1. Enter the expense

1. Open **Finance → Expenses** and select **New expense**.
2. Enter a clear **Expense title**, such as “Photography for Marina apartment”.
3. Add the **Vendor / payee** and check the expense **Date**.
4. Choose **Category** and **Currency**.
5. Enter **Net amount** and **Tax amount**, then check **Total including tax**.

[![New expense form showing title, vendor, date, category, currency, amounts and related records](https://www.brixit.io/images/docs/modules/expenses-create.jpg)](https://www.brixit.io/images/docs/modules/expenses-create.jpg)

*This workspace has no expense approval workflow. Your form will name the workflow when one is configured.*

## 2. Link the cost and attach evidence

1. Select **Property** or **Contact** if the cost relates to a CRM record.
2. Choose **Cost responsibility**. If you choose a recoverable cost, complete the
   **Recover from** field that appears.
3. Add **Notes** explaining the cost when needed.
4. Scroll to **Receipt** and attach a PDF, JPG or PNG, up to **10 MB**.
5. Review the expense and any approval information shown above the form.

## 3. Save a draft or submit the expense

The buttons have different purposes:

| Button | When to use it |
| --- | --- |
| **Save draft** | Keep the entry for review before submitting or recording it. |
| **Save & submit** | Submit it to the configured approval workflow. |
| **Save expense** | Record it when no approval workflow is required. Payment is recorded separately. |

[![Bottom of the expense form showing receipt upload, Save draft and Save expense](https://www.brixit.io/images/docs/modules/expenses-save.jpg)](https://www.brixit.io/images/docs/modules/expenses-save.jpg)

*The save controls in a workspace without an approval workflow. Save & submit appears when approval is configured.*

After saving, open the expense from the table and review its **Status** and **Payment**.
For an approval workflow, review its timeline or open **Approvals**. A submitted expense
waits for the person assigned to the current approval step.

If an expense is rejected, read the reason, make the permitted corrections and use
**Resubmit for approval** when available. If no approval is required, a saved draft can
be moved forward using **Record expense**.

## 4. Record payment after it happens

1. Open the expense and confirm it is ready for payment.
2. Select **Record payment** when that action is available to your role.
3. Enter the payment date, method and reference, then confirm the record.
4. Check the **Payment** column and activity history.

This records a payment in Brixit; it does not move money. For a recoverable cost, record
recovery separately when it has actually been received, using the available action on
the expense.

## Review costs

Use **Filters** to narrow the list by the available criteria, including linked records.
Select **Overview** to see totals for the current filters. Totals are separated by currency.
Use **Export** when you need a file for further review.

## If something does not work

| What you see | What to check |
| --- | --- |
| Form cannot save | Complete required fields, check amounts and use an expense date that is not in the future. |
| Receipt is rejected | Use PDF, JPG or PNG and keep the file at or below 10 MB. |
| Expense is waiting | Review the approval timeline and the current step's assigned approver. |
| Record payment is missing | Check status, approval completion and your permissions. |
| Totals look different | Check filters and currency; the overview does not combine different currencies into one total. |

Related: [Review approval requests](https://www.brixit.io/docs/crm-approvals) · [Transactions and commissions](https://www.brixit.io/docs/crm-transactions) ·
[All CRM guides](https://www.brixit.io/docs/crm-overview).