Expenses

Expenses

This guide covers creating, submitting, and managing expense entries in Octayne.

Creating an Expense Entry

1. In the sidebar, click Expenses.
2. Click + New Expense.
3. Fill in the following fields:

• Date -- the date the expense was incurred.
• Project -- the project to charge the expense to.
• Expense Category -- select the appropriate category (see below).
• Amount -- the total expense amount.
• Description -- a brief explanation of the expense.

1. Click Upload to attach a receipt image or document.
2. Click Save.

[Screenshot: New Expense form with date, project, category, amount, description fields, and upload area]

Tip: Always attach a receipt. Many organizations require receipts for expense approval.

Submitting Expense Entries

Once your expense entry is saved and ready for review:

1. In the sidebar, click Expenses to open the expense list.
2. Locate the expense entry you want to submit.
3. In the Status column, click the dropdown for that entry.
4. Select Submit from the dropdown options.

[Screenshot: Expense list with Status column dropdown showing Submit option]

Note: Submitted expenses are sent to your approver. You cannot edit a submitted expense unless it is returned to you.

Viewing and Filtering Expenses

The expense list provides tools to find and review your entries.

• Search -- use the search bar at the top of the expense list to find entries by description or project name.
• Filter by Status -- filter the list to show only Draft, Submitted, Approved, or Rejected entries.
• Filter by Date -- narrow results to a specific date range.
• Filter by Project -- view expenses for a particular project.

[Screenshot: Expense list with active filters applied]

Tip: Use filters to quickly locate expenses that need attention, such as entries in Draft status that have not yet been submitted.

Expense Categories

Expense categories help classify spending for reporting and invoicing. Common categories include:

Note: Your organization may have additional or different categories configured. The available options in the Expense Category dropdown reflect your organization's settings.