---
title: "Expenses"
canonical: "https://support.functionfox.com/space/GS/39323274/Expenses"
format: markdown
---
## Expenses
The Expenses page allows you to keep track of project-related expenses such as travel costs, courier services and stock photo purchases. You can report on expenses in FunctionFox using the Expense Report (Reports > Expense). Expenses can also be included on other select reports such as the Project Report, Client Report, and Advanced Report.
#### Adding an Expense
1. Go to **Projects > Expenses** in the left menu.
2. Click the **Add Expense** button
3. Select the Client and Project from the drop-down menus at the top of the Expenses modal
4. Select a user from the **Personnel** drop-down menu (optional). This could be the user who made the purchase - useful for tracking and reporting on per diems, for example.
5. Enter in the details of the expense in the optional fields:
- **Waybill/P.O.#**
- **Invoice #**
- Enter in the **Vendor** name.
- Select the **Entry Date** (the default is today's date).
- Select an **Item**. You can manage your list of expense Items by clicking on the **Items** tab in the Expenses modal header (see more about expense Items below).
- Enter in a **Description** for the Expense.
- Enter in a **Quantity**.
- Add a **Markup** percentage (optional). You can manage your Markups by clicking the **Markups **tab in the Expenses modal header. Markup percentages will apply to both the estimated and actual expense fee.
- Enter in an **Estimated Cost **for the expense.
- Enter in an** Actual Cost **for the expense.
- Mark the entry as **Bill Received**, if applicable.
- Attach a file related to the expense, such as a receipt or invoice.
6. Click **Save New**
**Note:** Depending on [Access Level](https://support.functionfox.com/space/GS/39322482/Step+2:+Set+Personnel+Access+Levels) settings, users may only be able to view/enter their own expenses and may not be able to view the monetary values related to expenses and expense items.
Once an Expense has been saved it will appear in the Expenses table in the bottom half of the screen.
> ℹ️ 
> ℹ️
> ℹ️ **FOX TIP:** You can preview an image file (JPEG, PNG, etc.) that has been attached to an expense by hovering your mouse cursor over the file icon. Files can be attached to expenses using our [Flink](https://functionfox.atlassian.net/wiki/spaces/GS/pages/39323380) tool.
#### Searching for an Expense
By default, the Expenses table will display all entries made within the last 90 days for both open and closed projects. Use the Date Range drop-down at the top of the page to view all entries made within the selected date range. You can also filter entries by Client, Project, and Personnel (select N/A to view all entries not associated with a selected user). The Show Closed checkbox within the Project drop-down menu allows you to show or hide Expenses associated with closed projects for the selected client.
Use the Search field to search for Expenses. Click to access the Advanced Search, which allows you to filter Expenses by Vendor, Quantity, Markup, Est. Fees, or Act. Fees
#### Editing an Expense
1. Find the entry you wish to edit in the Expenses table (check the filters at the top if you’re not finding what you’re looking for).
2. Click on the **edit** pencil next to the entry.
3. Make your desired changes and click **Save Edit.**
You can also in-line edit certain fields within the expenses table (vendor name, date, description, etc.)
#### Deleting an Expense
1. Find the entry that you wish to delete in the Expenses table (check the filters at the top if you’re not finding what you’re looking for).
2. Click on the **delete** icon next to the entry.
3. Clik **OK** to confirm. Once an expense has been deleted, it cannot be recovered.
#### Expense Items
If you have a list of items that you purchase frequently, use the **Item** list to add items with a set unit price. When you select an item from the list and input the quantity, the Actual Cost/Actual Fee will be calculated automatically per the unit price of the item.
#### Adding an Item to the Item List
1. Click on the **Add Expense** button to open the Expenses modal
2. Click the Items tab at the top
3. Enter the Item (e.g. mileage, stock photos, color proof, etc.)
4. Enter in the **Price per Unit **(up to 4 decimal places).
5. Click **Save New**
When entering an Expense and selecting an Item, the Actual Cost field will update with the unit price for that Item. When a quantity is added, the Actual Cost will update to reflect the unit price x the quantity of the Item.
#### How to Add a Vendor
1. On the Expenses page, click on **Tips/Links**.
2. Click on the Add Vendor link.
3. On the Contacts page click on **Tips/Links** and then Manage Categories.
4. Fill in the Category field and mark it as a Vendor
5. Click **Save New**
When adding the contact details for a vendor, select the appropriate vendor category from the Category drop-down menu before clicking Save New.
When filling in the Vendor field on the Expenses page, this field will auto-fill the Vendor name.
#### How to Add Markups
Markups are set percentages that can be applied to your expenses.
1. Click on the** Add Expense **button to open the Expenses modal.
2. Click on the **Markups** tab at the top
3. Enter in a **Name** for the markup.
4. Enter in the **Markup %**.
5. Click **Save New**.
#### How to Apply a Markup
1. Add the details of your expense.
2. Select the markup percentage from the **Markup** drop-down menu.
3. The selected markup percentage will be applied against both the Actual Cost and Estimated Cost (if applicable), and you will see both the Estimated Fee and Actual Fee with Markup included listed as well.
4. Click **Save New**
> ℹ️ 
> ℹ️
> ℹ️ **FOX TIP:** You can apply a discount to an expense by adding a markup with a negative Markup %.