Add or edit an expense in Projects

Add an expense associated with a project to track spending. You can also on-charge the expense to a customer, and set a unit price to add a mark-up.

You can only activate Xero Projects through your accountant or bookkeeper. If you need an advisor, see our Xero advisor directory (xero.com).

Add a new expense to a project

  1. In the Projects menu, select All projects.

  2. Click the project name.

  3. On the Tasks and Expenses tab, click Add, then select Expense.
  4. Give the expense a name, or choose from an existing expense.
  5. Enter a Unit cost and Quantity.
  6. Under Chargeable either:
    • Select Yes if you will charge the customer for the expense, then enter a Unit price if you want to add a mark-up.
    • Select No if you won't charge the customer for the expense.
  7. Either:
    • Click Save & add another to save the expense and create a new one.
    • Click Save to save the expense and return to the project overview.

Edit an existing expense

You can only edit an expense if you haven't invoiced the customer for it.
  1. In the Projects menu, select All projects.
  2. Click the project name.
  3. On the Tasks and Expenses tab, click the expense you want to edit.
  4. Make your changes, then click Save.