Expense List
The Expense List is your finance log for field operations in DreamzFSM. It lists every expense with its number, business/vendor, charge-to (project/customer), dates, amount (paid vs. remaining), invoice & order links, receipt status, paid/reconciled flags, and who it is on behalf of.
Use New Expense to add entries, and the row actions (view / edit / delete / attach / print / reconcile) to review, correct, upload receipts, or mark items reconciled. Sorting and inline details help you track what is Paid / Not Paid, which expenses still need receipts, and what remains to be reconciled — keeping your job costs tight and auditable.
Overview
The Expense List gives finance and operations teams full visibility over every cost incurred during field work. Expenses can be linked to jobs, projects, or customers, and can be tracked from entry through receipt upload to final reconciliation. All expense data is accessible from a single list, with filtering and sorting tools to help you find exactly what you need.
Here is a reference video:
How to Access the Expense List
Step 1 – Navigate to Expenses
From the main menu, click Finance, then click Expenses. This opens the Expense List page.
Step 2 – Review the Expense List
The Expense List displays all recorded expenses with key information across columns including expense number, business/vendor, charge-to (project or customer), dates, amount paid vs. remaining, invoice and order links, receipt status, paid and reconciled flags, and who the expense is on behalf of.
Step 3 – Use Row Actions to Manage Expenses
Each expense row offers a set of action buttons directly within the list. From here you can:
- View — Open the full expense details.
- Edit — Modify expense information.
- Delete — Remove an expense entry.
- Attach — Upload a receipt or supporting document.
- Print — Print the expense record.
- Reconcile — Mark the expense as reconciled once payment is confirmed.
- Update Payment — Update the payment status directly from the list.
Tips for Managing Expenses
- Use the Paid / Not Paid filter to quickly identify outstanding expenses that still require payment or follow-up.
- Upload receipts promptly using the Attach action to keep your expense records complete and audit-ready.
- Reconcile expenses as soon as payment is confirmed to keep your financial records accurate and up to date.
- Always link expenses to the correct project or customer in the charge-to field to ensure costs are attributed correctly for reporting.
- Use the sorting options in the list to prioritise expenses by date or amount, making it easier to manage large volumes of field costs.
Frequently Asked Questions
What information does the Expense List show for each entry?
Each expense row displays: expense number, business/vendor, charge-to (project or customer), dates, amount paid vs. remaining, invoice and order links, receipt status, paid and reconciled flags, and the person the expense is on behalf of.
How do I add a new expense?
Click the New Expense button at the top of the Expense List page. Fill in the required details and save. The new expense will appear in the list immediately.
Can I upload a receipt directly from the Expense List?
Yes. Use the Attach action button on the relevant expense row to upload a receipt or any supporting document without needing to open the full expense record.
How do I reconcile an expense?
Click the Reconcile action button on the relevant expense row. This marks the expense as reconciled in the system, confirming that the cost has been accounted for and matched against payment.
Can I update the payment status from the list without opening the expense?
Yes. The row action buttons include an Update Payment option that allows you to update payment details directly from the Expense List without opening the full expense record.
Related Articles
- Invoice Creation and List
- How to Create Jobs
- Job Views in DreamzFSM
- Sub-Contractor Creation & List
- Create User/Employee