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

This article explains how to use the FreeAgent mobile app 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.

How to edit 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 the relevant expense or mileage claim.

Make the relevant changes and select ‘Save’ in the top-right.

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 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 edit it.

Please remember to add the out-of-pocket expense or mileage claim back onto the invoice. 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.