Record fixed Expenses for disbursement in invoices
MinuteDock allows you to track expenses and include them in your invoices when you bill your clients. You can track either a ‘one-off’ expense with a monetary value or choose from pre-priced items in your Items list.
Expenses is still in beta – to get Expenses enabled on your account, send an email to support@minutedock.com
To add an expense
Go to the Expenses screen
Click ‘Add Expense’
Assign the Contact or Project you wish to track for by using the @ and # buttons
Select from your list of Items (see below on how to create an Item) or select a one-off expense. Items will already have a billable value so you will be selecting the quantity of items to bill. A one-off expense will be something that is not already in your items list and will require a billable amount.
Enter the quantity or cost for your expense
Add any notes
Save
To edit an expense
Click on the expense to edit
Change any details including the date, contact/project, item, quantity and notes
Save the expense by pressing [Enter] or clicking the save button.
To delete an expense, click the delete button.
To set up an expense Item
Head to the Expenses screen
Click on the ‘Items’ sub-tab
Click on ‘Add Item’
Name your item and give it a billable amount. You can also include a description here if you’d like.
Hit ‘Save’ to add the Item to your list.
Example: recording Mileage as an Expense
Mileage is one common item recorded as an Expense in MinuteDock — you create an Item with your per-kilometre or per-mile rate, then log the distance travelled as the quantity. When you invoice the Contact, you can add the recorded mileage as its own line item.
Set up the mileage Item
Go to the Expenses screen and click the Items sub-tab
Click Add Item
Name the Item
Mileage(orMileage (per km),Mileage (per mile), etc.)Set the billable amount to your per-unit rate — for example
0.85if you charge $0.85 per kilometreAdd a description if you want it to appear on invoices
Click Save
Log mileage against a Contact
From the Expenses screen, click Add Expense
Assign the Contact (and Project, if relevant) using the
@and#buttonsSelect your Mileage Item from the list
Enter the distance travelled as the quantity — for example
42for 42 kilometresAdd any notes (route, purpose, vehicle) you'd like on the record
Click Save
MinuteDock calculates the billable total automatically (quantity × rate).
Add mileage to an invoice
The next time you invoice that Contact, MinuteDock will prompt you to include any unbilled Expenses for them. The mileage appears as its own line item separate from your Time Entries. See Add Expenses to an Invoice for the full invoicing workflow.
The same pattern works for other reimbursable charges like parking, filing fees, or printing — set up an Item per category and log a quantity each time.