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How to add expenses

Fancy some visual assistance?
Watch our handy tutorial video for Creating your Expenses, or check out our quick clip below which can be enlarged by selecting:

For step-by-step support, please follow the below:

To add a new expense, click the ‘Expense’ tab and then ‘+New Expense’, under “Unpaid Expenses”.

To view your existing expenses, start by navigating to the ‘Expenses’ tab and then click the ‘Expenses’ sub-menu. You’ll now be able to see any other existing expenses, along with their payment status. From this screen, you can use the relevant ‘Options’ button to edit or delete existing expenses. 

Section 1:

In section 1 - Supplier and line items - of the ‘New Expense’ form, simply choose the name of this expense's supplier, along with the date of the purchase. Please try to ensure this is an exact date.

You can also choose to add a ‘Supplier Reference’ if you wish, and if the expense is rechargeable to a client, denote the client you wish to recharge it to using the dropdown menu. We cover rechargeable expenses in this guide if you’d like more information.

Add your expense by choosing the ‘Expense type’, the VAT Rate (if applicable), and the gross amount, along with a description of the purchase. 

If you wish to add a second line item, just click the ‘Add another line’ button. To remove a line item, click the red ‘X’ button beside the item you want to delete.

Once you're done adding line items, section 1 should look something like our example here:

Section 2:

In section 2 - Payment details - you'll need to enter how you paid for the line items you've added. When adding a new expense, Crunch will default the date of your payment to be the same as the date of the expense in section 1. 

So, all you have to do is to select the correct ‘Payment method’ (Transfer out of company account or Paid by Director personally) and the relevant bank account, card, or director. 

Note: For the majority of expenses, you’ll have made the payment simultaneously, rather than recording a purchased expense on one day, and then recording a payment for that purchase at a later date.

If you need to, you can use the ‘Add payment’ button to record multiple payments for this expense. If you’re paying off an expense over time, like a computer or a piece of equipment, you can add new payments against the same expense to account for these individual transactions.

We’ll generate the amount you owe to your supplier for this expense based on the amounts of these payments, and when you’ve fully paid off the expense, the box will display a ‘Paid’ label:

However, if you’ve not paid off this expense just yet, simply use the 'Red Cross' icon next to the payment line to not record a payment for this expense. Crunch will then automatically update to show the amount you owe to your supplier.

Section 3:

In section 3 - Attach files (optional) - you can choose to attach a file to this expense. We’d highly recommend doing this for record-keeping purposes, as HMRC require proof of expenses for up to seven years. 

For example, you can take a picture of your receipt with your smartphone and upload it to the software. Use the ‘Expand’ button, click ‘Upload’, and select the file on your computer to safely store it on the Crunch servers. 

The files attached to this expense will appear on the right-hand side of section 3:

Section 4:

Finally, in section 4 - Add note (optional) - you can choose to add a note to this expense. This is just for your own purposes, so that you can, for example, specify what this expense was for. 

Perhaps you record a lot of travel expenses to London, but want to remind yourself of which expense was for which journey, and maybe the reason for that journey too: 

 Then just click the ‘Save Expense’ button and your new expense will be saved with a confirmation message to that effect.

You may also notice the ‘+Save & add another’ option. This can be used to create further expenses without having to navigate back and forth between the expenses tabs and forms.

This guide details how to add an expense outside of bank reconciliation. If you want to find out how to add an expense during bank reconciliation, please read our article here.

When you’re satisfied, we recommend checking out our Creating your Clients guide next.

Have you been refunded for an Expense?

Want some tips on how best to manage your expenses?

Want to record expense on-the-go? We have something for that!

  • Check out our SNAP App and you’ll be creating your expenses on the fly

Unsure which expense category to set as a "default type"? 

Want to set up a "recurring expense"?

  • We’ve got you covered here

Need to attach an expense to an invoice to "recharge" it to your client?

  • We have this for you too! 

Still unsure? No problem! Take a look at our handy creating your expenses video

Last Updated: 30 Oct 2019 09:56AM GMT
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