Expenditures
Tracking expenses in 1Stop can help your team stay organized, manage job costs, and ensure accurate reporting. The Expenditures module is where you can log and categorize any business-related spending tied to jobs, vendors, or general company expenses.
Add and Submit a Credit Card or ACH Charge
1. Navigate to the Expenditures module.
2. Click the Create Expenditure button on the top right of the page.
3. Complete the fields in the Expenditure Information section. For Expenditure Type, select Credit Card or ACH.
Note
For the Expenditure Name, we suggest including the Merchant Name where the credit card charge was made. After saving, the system will automatically update the name using the format: EXP[auto number] - [Expenditure Name You Entered] (e.g. EXP153 - FedEx).
4. Complete the fields in the Expenditure Entry Form. Category, Install Name, and Job Cost Name are all lookup fields. To search for a value, hover over the row and click the 
icon. A pop-up box will appear where you can search and select the appropriate option.
Note
If more than one expenditure classification is associated with the credit card charge, click the + Add row button.
5. Once all details have been added, check to make sure the Total Expenditures amount in the Expenditure Entry Form matches the total on the credit card receipt. When everything looks correct, click Save.
6. Next, attach a copy of the credit card receipt to the Expenditure record. To do this, go to the Related List section within the Expenditure record, hover over Attachments, and click the + sign.
7. In the pop-up, select Upload File.
8. Click "Click here or drop files here to attach".
9. Navigate to and select the file you want to attach from your computer, then click Open.
10. You’ll see the file listed. If everything looks correct, click Attach.
11. In the Related List section, you’ll see the number of attachments associated with the Expenditure record, and it will automatically be submitted for approval.
Add and Submit an Employee Expense Report
1. Navigate to the Expenditures module.
2. Click the Create Expenditure button on the top right of the page.
3. Complete the fields in the Expenditure Information section. For Expenditure Type, select Expense Report.
Note
- For the Expenditure Name, we recommend using the month and year of the expenses. After saving, the system will automatically update the name using the format: EXP[auto number] - [Expenditure Name You Entered] (e.g. EXP153 - June 2025 Expenses).
- For the Transaction Date, enter the date for the expense report. If the report covers a full month, use the last date of that month. Otherwise, use the latest date from the receipts included.
4. Complete the fields in the Expenditure Entry Form. Category, Install Name, and Job Cost Name are all lookup fields. To search for a value, hover over the row and click the icon. A pop-up box will appear where you can search and select the appropriate option.
Note
Click the + Add Row button to add additional rows to the Expenditure Entry form.
5. Once all details have been added, double-check that the Total Expenditures amount in the Expenditure Entry form matches the total of the charges being submitted for reimbursement. When everything looks correct, click Save.
6. Next, attach all receipt copies to the Expenditure record. To do this, go to the Related List section within the Expenditure record, hover over Attachments, and click the + sign.
7. In the pop-up, select Upload File.
8. Click "Click here or drop files here to attach".
9. Navigate to and select the file(s) you want to attach from your computer, then click Open. To select more than one file, press and hold the Shift key while selecting.
10. You’ll see the file(s) listed. If everything looks correct, click Attach.
11. In the Related List section, you’ll see the number of attachments associated with the Expenditure record, and it will automatically be submitted for approval.
Add and Submit a Vendor Purchase
Alert
Product Orders and Subcontractor expenditures must first be entered into their respective modules. After the related bills are received and approved, any associated expenditures are automatically copied to the Expenditure module for accounting processing.
Quick Tip
To track outstanding vendor purchases, we recommend creating an Expenditure record even if the bill hasn’t been received yet. Once it arrives, you can complete the information on the existing record using the instructions below.
1. Navigate to the Expenditures module.
2. Click the Create Expenditure button on the top right of the page.
3. Complete the fields in the Expenditure Information section. For Expenditure Type, select Vendor Bill.
Note
- For the Expenditure Name, we recommend entering the Vendor Name associated with the expenditure. After saving, the system will automatically update the name using the format: EXP[auto number] - [Expenditure Name You Entered] (e.g. EXP153 - City Engineer).
- For the Transaction Date, enter the Vendor Bill Date (also referred to as a vendor invoice date).
4. Complete the fields in the Expenditure Entry Form. Category, Install Name, and Job Cost Name are all lookup fields. To search for a value, hover over the row and click the icon. A pop-up box will appear where you can search and select the appropriate option.
Note
If more than one expenditure classification is associated with the Vendor Bill, click the + Add row button.
5. Once all details have been added, check to make sure the Total Expenditures amount in the Expenditure Entry Form matches the total on the Vendor Bill. When everything looks correct, click Save.
6. Next, attach a copy of the Vendor Bill to the Expenditure record. To do this, go to the Related List section within the Expenditure record, hover over Attachments, and click the + sign.
7. In the pop-up, select Upload File.
8. Click "Click here or drop files here to attach".
9. Navigate to and select the file you want to attach from your computer, then click Open.
10. You’ll see the file listed. If everything looks correct, click Attach.
11. In the Related List section, you’ll see the number of attachments associated with the Expenditure record, and it will automatically be submitted for approval.
Add and Submit a Pre-Authorized Expenditure
1. Navigate to the Expenditures module.
2. Click the Create Expenditure button on the top right of the page.
3. Complete the fields in the Expenditure Information section. For Expenditure Type, select the type of expenditure the pre-authorization is for (Credit Card, ACH, Vendor Bill. or Expense Report).
Note
- You must select Pre-Authorized for the Expenditure Stage.
- If pre-authorizing a Vendor Bill and the Vendor Bill Number is unknown, enter 0
4. Complete the fields in the Expenditure Entry Form. Category, Install Name, and Job Cost Name are all lookup fields. To search for a value, hover over the row and click the icon. A pop-up box will appear where you can search and select the appropriate option.
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