How to edit an out-of-pocket expense or mileage claim

This article explains how to edit an out-of-pocket expense or mileage claim that's been created in FreeAgent.

Please note that if the out-of-pocket expense or mileage claim has already been rebilled to a project and included on an invoice, the out-of-pocket expense or mileage claim will be locked and the fields that you can edit will be limited. Please see below for how to edit a locked out-of-pocket expense or mileage claim.

For information on how to delete an out-of-pocket expense or mileage claim, please see this article.

Find the relevant out-of-pocket expense or mileage claim

Navigate to the ‘My Money’ tab at the top of the screen and select ‘Expenses’ from the drop-down menu. If you have a sole trader account and no employees, select 'Expenses' at the top of the screen.

Select the relevant user and time period using the drop-down menus.

Edit the out-of-pocket expense or mileage claim

Select the relevant out-of-pocket expense or mileage claim from the list to edit it.

Make the required changes and select ‘Save Changes’ at the bottom of the screen to complete the process.

A record of the out-of-pocket expense or mileage claim being updated will appear in your Audit Trail report.

How to edit a locked out-of-pocket expense or mileage claim

FreeAgent locks out-of-pocket expenses and mileage claims once they are added to an invoice, even if the invoice is in draft status. A padlock symbol will be displayed to the right of these out-of-pocket expenses and mileage claims.

To edit a locked out-of-pocket expense or mileage claim, you'll need to edit the invoice and delete the expense from the invoice.

Before you can edit the invoice, it must be in draft status. If the invoice has been marked as paid, you’ll need to remove the payment link first.

To return an invoice to draft status, select ‘Make Draft’ above the invoice template.

Next, delete the expense from the invoice by selecting the cross to the right of the relevant line item. Please note that the ‘Edit’ option to the right of the line item will allow you to change the expense that appears on the invoice, but does not edit the out-of-pocket expense or mileage claim.

This will unlock the out-of-pocket expense or mileage claim and allow you to edit it.