Expenses
Track business expenses with payment type, amount, and optional assignment to projects or jobs.
Overview
Expenses let you record out-of-pocket costs and vendor payments that fall outside the purchase order workflow. Each expense captures the amount, payment type, date, and optional notes. You can assign expenses to specific projects or jobs to track costs against active work. The expense list supports date range filtering for period-based reporting.
Before You Begin
Prerequisites:
You have the Expenses: Create permission on your role. To assign expenses to projects or jobs, at least one project or job must exist.
Creating an Expense
Navigate to Finance > Expenses .
Click the + New button.
Enter the Amount. This is required and must be greater than zero.
Select a Payment Type (e.g., Cash, Check, Credit Card) .
Enter the Date for the expense.
Add Expense Notes to describe what the expense covers.
Click Save.
Expected result: Forz creates the expense record and displays it in the expenses list.
Note: Expenses do not use sequential numbering like purchase orders or bills. Each expense is identified by its amount, date, and notes.
Assigning an Expense to a Project or Job
Link an expense to a specific project or job to track costs against active work.
Open the expense you want to assign.
Click Assign .
Select a Project or Job from the dropdown.
Click Save.
Expected result: The expense now appears linked to the selected project or job. You can view it from both the expense list and the project or job detail page.
Tip: Assign expenses at the time of creation to keep your cost tracking current. You can also assign them later if the project or job was not yet created.
Filtering Expenses by Date
The expense list defaults to showing the last 30 days. Adjust the date range to review expenses for any period.
Navigate to Finance > Expenses.
Use the Date Range filter at the top of the list.
Set the From and To dates.
Expected result: The list updates to show only expenses within the selected date range.
Editing an Expense
Click on the expense in the list to open it.
Click Edit .
Update the fields you need to change.
Click Save.
Expected result: Forz saves the changes and redirects you back to the expense detail with a success message.
Deleting an Expense
Open the expense.
Click Delete .
Confirm the deletion.
Expected result: Forz moves the expense to the trash bin.
Warning: Deleted expenses are moved to the trash bin but are not recoverable through the standard restore flow. Verify the expense is correct before deleting.
What Happens After Creation
When an expense is saved, Forz automatically:
Records the creator for audit tracking.
Syncs with QuickBooks Online if the accounting integration is enabled (mapped as a "purchase" transaction type).
Common Scenarios
Recording fuel costs for a technician's service calls
A dispatcher tracks daily fuel expenses for a technician covering a large service territory.
Navigate to Finance > Expenses and click + New.
Enter $85.50 as the amount, select "Credit Card" as the payment type.
Set today's date and add a note: "Fuel for north territory route - 3 service calls".
Assign the expense to the relevant project if tracking costs per contract.
Save.
Tracking parts purchased at a local supply house
A technician picks up emergency repair parts directly from a supply house during a job, paying with the company card.
Create a new expense for $142.75 with payment type "Credit Card".
Add notes: "2x ball valves, 1x pressure gauge - emergency repair at 445 Oak St".
Assign the expense to the specific job for accurate job costing.
Reviewing monthly expenses for budgeting
A manager wants to review all expenses for February to prepare a monthly report.
Navigate to Finance > Expenses.
Set the date range from February 1 to February 28.
Review the filtered list. Note the total amounts by payment type for the budget report.