How to Track Bills & Expenses for a Booked Project

This article walks you through how to:

• Access the Bills & Expenses section

• Upload or create a new expense

• Link expenses to estimate items

• Mark items as paid

• Sync with QuickBooks (if applicable)

Prerequisites

Before tracking expenses:

• The project must be booked

• The project status should be In Progress

Step 1: Navigate to the Budget Tab

1. Open the project.

2. Click on the Budget tab.

3. Within the Budget tab, you will see the following sections:

   • Budget

   • Material

   • Work

   • Purchase Orders

   • Bills & Expenses

4. Click on Bills & Expenses.

You will now see a list of previously created bills and expenses for this project.

Step 2: Create a New Bill or Expense

If no entries exist — or you need to add a new one:

1. Click Create New.

2. Choose one of the following options:

   • Import from your device

   • Import from Bolster Drive

   • Take a picture

   • Or Skip upload to manually enter details

Step 3: Enter Expense Details

After uploading (or skipping upload), you’ll be prompted to enter the expense information.

Fill in the following fields:

• Receipt Number

• Vendor (Who the purchase was made from)

• Item Name

• Quote Reference

• Specific Estimate Item (Optional but recommended)

💡 You can expense a specific item from your estimate to ensure accurate job costing.

• Amount

• Mark as Paid (if applicable)

Step 4: Advanced Options (QuickBooks Integration)

If using QuickBooks integration:

1. Open Advanced Options

2. Choose:

   • Whether to push the transaction to QuickBooks

   • Expense Type:

     • Bill

     • Receipt

This ensures proper accounting classification and synchronization.

Best Practices

• Always link expenses to the correct estimate item when possible.

• Mark items as paid only after confirming payment.

• Upload receipt images for documentation and audit trail.

• Use consistent vendor naming to maintain clean reporting.