How to Record Expenses in Pulse

Recording an expense in Pulse takes about a minute. The form keeps the required information minimal while giving you space for supplier links, references, receipts, and recurring flags when you need them.

Open the expense editor

Go to Expenses and choose New Expense. The expense editor opens with two main sections: the expense details on the left and a receipt upload area on the right.

Required fields

Every expense needs three things:

• Category — choose from your organisation's expense categories. Pulse creates eleven default categories on first use (Fuel and Transport, Rent and Utilities, Cost of Goods, Marketing, and so on). You can also add your own.
• Date — the date the expense was incurred. Defaults to today.
• Amount — the cost in your local currency. Must be greater than zero.

A description is also required — use it to describe what was purchased or what the expense was for. Clear descriptions make it much easier to reconcile expenses later.

Optional fields

• Supplier — choose a supplier from your Pulse supplier list. Linking an expense to a supplier adds it to the supplier spend analysis and lets you filter expenses by who you bought from.
• PO Reference — enter the ID or number of a related purchase order for cross-referencing. This is a manual field, not a live link to the purchase order record.
• Notes — additional context, a reference number, or reconciliation notes.
• Tags — comma-separated keywords for grouping or filtering outside of the category system. For example: "fleet, vehicle-01" or "Q2, office".

Recurring expenses

Check the Recurring toggle if this cost repeats on a schedule. Pulse lets you set the interval (weekly, monthly, quarterly, or annually) to document the cadence. This is a note, not an automatic scheduler — you still create each occurrence manually, but the flag helps your team recognise which expenses repeat.

Uploading a receipt

Save the expense first, then upload the receipt. The upload area is not available until the expense record exists. After saving, return to the editor and drag a file into the receipt panel or use the file picker. Accepted types are JPEG, PNG, GIF, WebP, and PDF. Maximum size is 10 MB.

Images open in an in-app lightbox. PDFs open in a new browser tab. You can replace the receipt at any time using the Replace Receipt button.

Who can see expenses

Only team members with view access to the Expenses module can see the list and individual records. Clients do not have access to expenses. Creating, editing, or deleting expenses requires a higher permission level than just viewing.