Expenses

What the work cost you — a category, an amount, and who it was spent on behalf of, if anyone.

When you would use this: to keep a record of costs, and — where a cost should be passed on — to get it onto the right customer's next invoice.

Adding one: a description, an amount, a category, a date, and a customer and project if it relates to one of theirs. Mark it billable if the customer should eventually be charged for it, and attach a receipt as a file on the expense itself.

Billable and invoiced: a billable expense sits ready until it is added to that customer's invoice; once it is, it shows a link to the invoice it landed on rather than "not invoiced." An expense already on an invoice cannot be deleted — remove it from the invoice first, if that is really what you mean to do.

Filtering: by category or customer, by date range, and by billable, not-yet-invoiced, or recurring (produced automatically — see "Recurring expenses").

A narrower view: a role with only its own expenses sees the same screen scoped to costs assigned to it.

When it refuses: "One already on an invoice cannot be deleted" is exactly that — take it off the invoice first. "You cannot manage expenses" means you can see them but not add or change one — ask an Owner or Admin.