Expenses and Disbursements

  One-Click Convert

Turn a purchase invoice or cash expense into customer invoice lines. If a suitable draft is already open, the lines can be added to it.

  Markup Defaults

Set markup for a disbursement service or use the markup held with the project.

  Cash or Invoice

Flag a cost for rebilling whether it was paid in cash or recorded as a supplier invoice.

  Filter and Search

Use the expenses list to review relevant costs by project, supplier or customer.

Project Disbursements

Disbursements that bill themselves

Disbursements are different from staff expense reimbursements. They are costs incurred on behalf of a customer and rebilled to them, sometimes with a markup.

YouDoAccounting treats disbursements as a first-class workflow. A purchase that is flagged for rebill flows straight to the customer's invoice with the markup applied, the project allocation preserved and the original purchase still linked for traceability.

The workflow is designed for project businesses that incur costs for customers and need to recover them without retyping the purchase into sales.

Purchases

From cost to disbursement

  1. Record the supplier invoice or cash purchase.
  2. Allocate it to the relevant project.
  3. Choose the disbursement service and review the markup.
  4. Create or update the customer invoice.

The Purchase Side

When recording a supplier invoice or cash purchase, flag the cost for rebilling and allocate it to the relevant project. Choose the disbursement service and review the markup before continuing.

The original purchase remains the source record, preserving the supplier, cost, project and accounting context behind the amount charged onward.

  • Flag a cash purchase or supplier invoice for rebill in one screen.
  • Allocate to project and sub-project at the same time.
  • Pick the disbursement service to inherit the markup default.
  • Original purchase stays linked for full audit traceability.
Products and services

What remains connected

  • The originating purchase.
  • The supplier and customer.
  • The project allocation.
  • The resulting sales invoice lines.

The Customer Side

When the flagged cost is transferred, YouDoAccounting checks for a suitable draft sales invoice for the customer. The disbursement lines can be added to that draft or used to start a new one.

Markup is applied automatically: from the service set on the disbursement, or from the project's global markup if no service-level rate is set. The lines stay editable so you can adjust before sending.

  • One click from purchase to customer invoice.
  • Appends to an existing draft if one is open.
  • Markup applied from service or project automatically.
  • Sales lines remain editable before the invoice is issued.
Sales and invoicing