Delete an out-of-pocket expense or mileage claim
This article explains how to delete an out-of-pocket expense or mileage claim that's been created in FreeAgent.
Please note:
- 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.
- If your business is registered for VAT and you delete an expense that already appeared on a VAT return that you’ve either filed or marked as filed, FreeAgent won’t apply any changes to the locked return. Instead, if the change results in a material change to the VAT calculated, any VAT corrections will be deferred to your next open VAT return.
To make changes to an out-of-pocket expense or mileage claim, find out how to edit an out-of-pocket expense or mileage claim.
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.
Select the relevant user and time period using the drop-down menus.
Delete the out-of-pocket expense or mileage claim
Select the relevant out-of-pocket expense or mileage claim from the list to delete it.
Select ‘Delete Expense’ in the top-right.
Select ‘Yes, delete the expense’ in the pop-up window 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 ‘Yes, delete the expense’ from the pop-up window.
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 return an invoice to draft status, select ‘Make Draft’ above the invoice template.
Next, remove the expense from the invoice by selecting the cross to the right of the relevant line item.
This will unlock the out-of-pocket expense or mileage claim and allow you to delete it.