Expenses

Expenses capture costs your team incurs on behalf of the business — receipts, supplier bills paid out of pocket, purchase-card spend. Once an expense is approved it becomes a real cost on your P&L and shows up under what you owe until you settle it.

Key fields

Field	Purpose
Team Member	Who incurred the cost.
Job	Optional. Tag the cost to a specific job so it rolls into that job’s actual cost. Leave blank for overhead.
Expense Number, Date, Due Date	Reference and dates.
Amount, Currency	Expense total.
Foreign Amount, FX Rate	Used when the receipt currency differs from your base currency.
Attachment	The receipt or supplier invoice. Drives automatic extraction.
Status	Where the expense sits in your approval workflow.
Settlement Status	Whether the expense has been paid — `unpaid`, `partial`, `paid`, `overpaid`, `refunded`.
Line Items	Each line carries a Category, Description, Amount, Tax Code, and an optional Capitalise as Asset toggle.

Status lifecycle

Status	What it means	What you’ll see on your books
`draft`	Being prepared. The attachment may still be extracting.	No change.
`submitted`	Handed off for manager review.	No change.
`approved`	Manager has signed off.	The cost hits your P&L and appears under what you owe.
`rejected`	Manager sent it back. A rejection reason is captured and the expense returns to draft.	Any earlier posting is reversed.
`cancelled`	Withdrawn.	Any earlier posting and payments are reversed.
`paid`	Settled.	What you owe drops by the amount paid.
`invoiced`	The cost has been billed on to a client as part of an invoice line.	Handled by the invoice.
`refunded`	The cost has been returned by the supplier.	The matching payment is reversed.

Paid Date is set automatically when the expense is fully settled — you do not enter it manually.

Attachment and automatic extraction

When you attach a receipt or supplier invoice, Acqui reads the document and fills in as much of the expense as it can — date, supplier, amount, line items, categories, tax, and foreign currency fields where applicable. You can edit any field before submitting; extraction is a suggestion, not a lock. PDFs and common image formats (JPG, PNG) are supported.

If extraction fails, the drawer shows the reason so you can complete the fields manually and carry on.

Capitalising an expense line as a fixed asset

Switch on Capitalise as Asset on a line when the cost should sit on your Balance Sheet as a long-lived asset rather than hit the P&L straight away — for example, a laptop or a piece of equipment. Choose the fixed-asset category on the line (Equipment, Vehicles, Furniture & Fit-out, Other) and Acqui creates a draft Fixed Asset record so the asset can be tracked and depreciated later. See Chart of Accounts → CapEx vs OpEx for which accounts the two treatments use.

Multi-currency

When the receipt currency differs from your company base currency, enter the Foreign Amount and the FX Rate — Acqui computes the base-currency amount from those. Tax is calculated in the receipt’s currency on each line and translated at the same rate.

Settlement

The settlement status updates automatically as payments are recorded against the expense: unpaid → partial → paid. Reversing a payment moves it back the other way, or to refunded if the supplier returned money.

Linking expenses to jobs

Tag an expense (or an individual line) to a Job to have the cost roll into that job’s profitability. Untagged expenses are treated as overhead and do not affect any job margin.

Filtering

The Expenses list filters by team member, job, category, date range, and status. The status filter covers all workflow states, including paid, invoiced, and refunded.