Office: Expenses

What is an Expense?

An expense represents any cost you incur for business operations—whether it’s supplies, services, or resources provided to your clients. Unificus handles both one-time and recurring expenses, keeping your financial records organized and easy to track.

With expense management, you can:

• Link costs directly to specific clients or projects
• Mark expenses as billable for client reimbursement
• Include expenses on client invoices automatically
• Maintain accurate financial records

You can also set up reusable Expense Items and Expense Merchants ahead of time in Office Settings. Learn more about Expense Items and Expense Merchants.

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How do I create an Expense?

Getting Started

1. Go to Office > Expenses
2. Click +Add Expense
3. Choose either One Time or Recurring

Fill in your expense details and attach any supporting documents like invoices.

Field Breakdown

Title
The name of your expense.

Expense Date
When you made the purchase.

Assign Target
Attach the expense to a client or prospect (optional). If you do, you can toggle the billable option to include it on their invoice.

Projects
If you assigned a client or prospect, you can now select a related project.

Category
Choose a category if needed.

Items
List the goods, services, or resources purchased. You can select from pre-made items in Office > Settings > Expense Items or create new ones on the fly by clicking + Add New Expense Item.

Discounts
Add a discount if applicable—either to the total or to individual line items in the summary.

Taxes
Apply tax to all items or configure it per item in the summary.

Summary Section

The summary updates automatically as you add details. You can:

• Drag items to reorder them
• Customize each item’s image, name, and description

Items appear as individual line items with a barcode icon.

Discounts and Taxes show with a receipt icon.

If you apply discounts or taxes to specific line items, they display in their respective columns.

Totals Breakdown

The summary provides a complete breakdown:

Subtotal — Total cost of all items
Tax — Applied tax amount
Discount — Applied discount amount

Additional Details

Currency
Select from the dropdown list.

Reference
Add a reference number (like an invoice number) if needed.

Internal Notes
For your records only—clients won’t see this information on their portal, estimates, or invoices.

Managing Expenses

Once saved, your expense appears in the expense list. Click the options menu (three dots) to:

• View details
• Edit
• Duplicate
• Convert to recurring
• Delete

Convert One-Time to Recurring

If you need to change a one-time expense to recurring, click the options menu and fill in the details in the flyout panel.