Delete an out-of-pocket expense or mileage claim on mobile

This article explains how to use the FreeAgent mobile app to delete an out-of-pocket expense or mileage claim that's been created.

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 you won't be able to delete it. Please see below for how to delete a locked out-of-pocket expense or mileage claim.

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

 Tap the ‘☰’ (mobile app navigation menu) button and select 'Expenses'.

If there is more than one user on your FreeAgent account and you have level 7 access or above, you will see the option to select the relevant user.

If you are the only user or have a lower access level, you won't see the options and your name will be selected automatically.

Select relevant expense or mileage claim.

Select the three dots in the top-right corner and select ‘Delete’ from the menu.

Select ‘Delete’ to complete the process.

If there is a file attached to the out-of-pocket expense or mileage claim, you will have the option to either permanently delete the attachment or move it to your Files area. Choose the relevant option and select ‘Delete & send attachment to Files’ if you want it moved to your Files area, or ‘Delete both’.

How to delete 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 delete a locked out-of-pocket expense or mileage claim, you'll need to edit the invoice and remove 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 mark an invoice back to draft, tap the three dots in the top-right corner and select ‘Mark as draft’ from the menu.

Next, delete the expense from the invoice by tapping the relevant line item and selecting ‘Delete’.

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

Please remember to make any relevant changes to the invoice, relating to the now deleted out-of-pocket-expense or mileage claim.

Once you’ve made the relevant changes to the invoice, select ‘Mark as sent’ to activate the updated invoice in your account if you don't need to send the updated invoice to your customer. Finally, after marking the invoice as sent, you’ll need to mark the invoice as paid again, if you removed the payment in order to mark it back to draft to make the changes.