Log expenses and bill them to the client

Expenses are what a project cost you outside crew and purchase orders: a parking ticket, a prop, a hard drive. They count toward the project's actual cost once approved.

Log an expense

1. Open the project's Money page and go to Expenses, then Log an expense.
2. Fill in What it was, the Amount, the Date spent and the Vendor.
3. Pick a Budget line, so it counts against the right part of the budget.
4. Attach the receipt while you have it.
5. Tick I paid for this myself and need paying back if you are owed it, or Bill this to the client if the client pays for it.
6. Press Log expense.

Approval

An expense logged by an owner, an admin or a finance seat is approved at once. Anyone else's waits as Pending, and the people who manage finances are told.

A finance seat can approve each one, press Approve all, or reject one with a reason the person who logged it will see. Until it is approved, the person who logged it can change or delete it. Once approved, only a finance seat can change it.

Someone who cannot see money sees only the expenses they logged themselves, never anyone else's amounts.

Pay people back

A reimbursable expense shows to reimburse until you press Mark as reimbursed. Pay the person yourself; Cutvey records that you did.

Bill expenses to the client

When billable expenses are approved, press Draft an invoice on the expenses card. It makes an invoice draft with those expenses on it. Nothing is sent and nothing is owed until you send the invoice yourself. Each expense then shows the invoice it is on, and Take off the invoice draft removes it.

Count it once

If an expense is for a purchase order or a logged drive that already counts on the project, set This expense is for to that purchase order or drive. It then counts once, not twice.

Good to know

• Receipts are kept with the expense. View receipt opens one.
• Cutvey does not pay anyone. It keeps the record of what was spent and what is owed.