If the power user has not restricted expense entry to a specific user group, you can record expenses either in the Workplace area or in the Expenses folder of a matter. The Add Expense button is also available in the Matters folder and in individual matter windows, if the power user has activated the "Allow adding expenses from the matter list" parameter.

When you add a new expense by selecting Add Expense or the New button in the Expenses folder, the software opens a list of expense types that the power user has defined in the settings (> General settings > Expense types).

After selecting an expense type, you can enter the expense details:

• If you enter the expense in the matter window, the Matter, Customer, and Matter Language fields are pre-filled. Otherwise, select the matter for the expense.
• The Date defaults to the current day, and Author defaults to the current user, but both can be edited. 
• In the Expense field, you can write a more detailed description that will appear on the invoice. The software also checks spelling in this field.

Invoicing information

The information in the Invoicing Information section is shown on the invoice.

• Enter the quantity, unit, and unit price for the expense.
• The sales price net shown on the invoice is calculated from the quantity and unit price, but it is editable.
• Select the Tax-free field if the expense should be invoiced to the customer without VAT. If the field is not selected, the software invoices the expense with VAT.

Purchase Information

The Purchase information  fields are intended mainly to assist in entering the expense.

• The software offers the following cost-forwarding (re‑billing) options:
  • No cost-forwarding: Default selection. For Finnish customers, VAT 25,5 % is added by default.
  • By payer's taxability: The expense is invoiced based on the payer’s taxability / home country. 
  • By purchase information taxability: The expense is invoiced according to its actual purchase VAT, regardless of the payer.
• If you invoice the expense based on the payer’s or the purchase information VAT, enter the VAT rate in the VAT Base field.
• You do not need to fill in the total cost price and cost price net unless the expense is re-billed based on purchase information. 
• In the Costs in field, define whether the purchase details are recorded gross or net.
• The Currency field is visible only if foreign-currency expenses are allowed.

Reporting and accounting details

• The Expense type field displays the selected type, which can still be changed during entry.
• The Matter phase field allows linking the expense to a phase of the matter, similarly to transactions. The phase is filled automatically based on the matter or team member, but can be changed.
• You may also define the accounting account and sales account from which the expense was originally paid. Both accounts can be stored in the expense‑type settings.
• The Cost center defaults to the value from the matter or user.

Invoicing Info and Notes

On the Invoicing Info tab, the approval information — approval date, approver, and preliminary invoice — is filled automatically once the expense is reviewed on the preliminary invoice.

On the Notes tab, you can record any free‑form notes related to the expense entry.