- Expenses → All Expenses → New expense (or + Create → New expense).
- Optional — Scan receipt to prefill. Upload a photo or PDF of the receipt. LedgersLab fills in the date, currency, description and amounts it can read and suggests the payee; you then confirm the accounts.
- Header fields:
| Field | Notes |
|---|---|
| Payee | Who you paid — a vendor from your list, or free text. Optional. |
| Payment date * | |
| Paid from * | The bank, cash or credit-card account the money left. |
| Expense type | Regular or Mileage (below). |
| Business unit | If you report spending by unit (region, division, outlet). |
| Reference | Receipt or reference number. |
| Personal — Owner expense | Tick when the owner paid personally and the business owes them; the credit goes to the owner's account instead of a bank account. |
| Billable / Bill to | Tick to pass the cost on, and choose the customer. The expense then appears in Add billable expense on that customer's next invoice (Chapter 5) and in Billable, not invoiced on the Overview. |
| Currency / Exchange rate | For spending in another currency. |
- Line items — split the spend across categories. Each line: Expense account * (Travel, Meals, Office supplies…), Description, Amount *, Tax and Dimensions. Add line splits one receipt across several categories; the Total adds them up.
- Description — an overall note.
- Attach the receipt (files up to 10 MB).
- Save with Save as draft or Save & publish.
#Mileage expenses
Set Expense type to Mileage and the form changes:
- Mileage type — Manual (enter the Distance) or Odometer (enter Start reading and End reading; the distance is the difference).
- Rate per unit — your reimbursement rate per mile or kilometre.
- Mileage amount — calculated as distance × rate and written to the single expense line, which you point at your mileage expense account.
Use the person being reimbursed as the Payee, and Paid from the account the reimbursement is (or will be) paid from.