To add an expense, open the project's Budget tab and select Add expenses, or Add Expense in the mobile app. Then choose Extract from file or Manual entry.
Available on the Pro and Scale plans. You need permission to edit Job Costing. Works on desktop and in the mobile app.
Extract expenses from a receipt or invoice
Handoff reads a receipt or invoice and proposes expenses for you to review before they count.
On desktop, select Add expenses > Extract from file and choose your files. You can also drag files onto the Budget tab. In the mobile app, select Add Expense.
In the mobile app, choose Take photos, Upload photos, Upload files, or From project files.
Wait while the AI REVIEW banner shows the import progress.
When the files are ready, select Review.
Check each expense. You can change the title, cost, tax, and the line item it matches. Use Match items to assign several unmatched expenses at once.
Select Add to budget.
The expenses now count toward Actual cost. Expenses you leave unmatched go into an Other expense group.
Until you select Add to budget, imported expenses don't count. If an import fails, it appears under Failed imports.
Enter an expense manually
On desktop, select Add expenses > Manual entry. In the mobile app, select Add Expense > Manual entry.
Choose the Line item the cost belongs to. To track it separately, type a new group name, or leave the field empty.
Enter an Item title and a Cost. These are the only required fields.
Optionally add Tax, Vendor / Source, Date, a Description, and a receipt or invoice file.
Select Add expense.
The expense is confirmed right away and appears in Actual cost. A cost can be negative, which handles refunds and credits. The date can't be in the future.
If you attach a file, select Autofill with AI to fill in the details from it.
Edit or delete an expense
Select the line item row in the Budget tab to open Line item details.
In Linked expenses, open the expense to change it, then select Save changes. You can move it to another line item with the Line item field.
To remove it, select the trash icon on the expense and confirm with Delete.
Deleting is permanent. Expenses tagged Timesheet or QuickBooks can't be deleted here. Timesheet labor stays with its shift.
Expenses that come from QuickBooks
With QuickBooks two-way sync on the Pro and Scale plans, paid expenses from QuickBooks come into Handoff for you to review. They don't count toward a budget until you assign them.
On desktop, open Expenses inbox and assign each expense to a project. On the project, a QuickBooks banner shows how many are waiting, with a Review expenses button. The Expenses inbox is on desktop only.
In the other direction, a confirmed expense can sync to QuickBooks when it is on an estimate line, not an Other expenses group. Its vendor, cost code, and a payment account must also be set. See How QuickBooks sync works.