Tracking and billing expenses

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.

To add an expense

  1. Go to the Expenses tab

  2. Click ‘Add Expense’

  3. Assign the Contact or Project you wish to track for by using the @ and # buttons

  4. 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.

  5. Enter the quantity or cost for your expense

  6. Add any notes

  7. Save the expense by pressing [Enter] or clicking the tick icon.

To edit an expense

  1. Click on the expense to edit

  2. Change any details including the date, contact/project, item, quantity and notes

  3. Save the expense by pressing [Enter] or clicking the tick icon.
    To delete an expense, click the delete button (the red ‘X’).


To set up an expensable Item

  1. Head to the Expenses tab

  2. Click on the ‘Items’ sub-tab

  3. Click on ‘Add Item’

  4. Name your item and give it a billable amount. You can also include a description here if you’d like.

  5. Hit ‘Save’ to add the Item to your list.

To add an expense to an invoice

If a client has any expenses assigned to them they will be available to bill during step two of invoicing. If you have expenses available to bill, MinuteDock will show you an expenses section and an option to include the expenses in the invoice.

  1. Click ‘Add Expenses’

  2. Select the expenses you’d like to include using the check boxes

  3. Click on ‘Add expenses’, and MinuteDock will generate the relevant invoice line items.
    Note: You can choose to group all expenses of the same item as one line, or show one line for each occurrence of an expense.

  4. You can edit, format and group any line items as needed.

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