Some expenses may need to be split across multiple departments, or require a more detailed breakdown due to differing tax treatments. With our Itemise Expenses feature, both users and admins can break down a single expense into multiple line items—each with its own accounting and tax details.
When to Itemise Expenses
- Claiming back GST on
- Meals or team events that need to be allocated to different departments
- Travel expenses that need to be allocated to different chart of accounts
How to Itemise an Expense on Desktop
- Locate the expense - Go to the Expenses tab and Navigate to the card expense or reimbursement you’d like to itemise.
- Click ‘Itemise’ - You’ll find the Itemise option on the individual expense.
- Add line items - For each item:
- Enter the amount
- Add in any required accounting information (department, chart of account)
- Add the appropriate tax rate
- Save Line items - Once all line items are entered, click Save
- Submit - You can then submit the expense for approval.
How to Itemise an Expense on Mobile
- Locate the Expense - In the mobile app, tap on the expense you want to itemise.
- Tap on “Itemise” - You’ll find this option by clicking on the action menu (“...”) at the top of the card expense or reimbursement.
- Add line items - Enter the relevant details for each item: amount, department, tax info, etc.
- Save and Submit - Save your line items and submit the expense when you're done.
Things to Note
Total Amount
Line items need to add up to the total amount on the expense before they can be saved and submitted.
Itemising Pending Transactions
If an expense is itemised on a pending transaction and the underlying transaction amount changes upon settlement, the system will recall the expense automatically. The user will need to update the line items, save, and submit again.
Exporting Itemised Expenses
Itemised expenses can be exported with our CSV export, just like other expenses. Each line item will appear as a separate row in the export file.
- The Transaction amount in the export will reflect the line item amount entered by the user.
- If the transaction currency is different than the billing currency, the billing amount will be split proportionally across line items based on their percentage share of the total.
Syncing with Accounting Systems
NetSuite
If header-level accounting data is required, then it is taken from the line item with the largest amount.
QuickBooks & Xero
We do not apply header-level fields explicitly for these systems. Only the line item details will be synced