Editing an Expense
How to correct an existing expense without losing the reporting links that make it useful later.
Open the expense first, then choose Edit expense, in the side bar of its Details tab, or Edit at the top right on a phone. Most expense edits are about category clean-up, reference corrections, or linking the cost to the right job or customer after the fact. It's also where you put an expense added with Add expense down to a job, or give it a payment method or payment reference, which that popup doesn't ask for.
Edits That Change Reporting
- Expense Category: This is usually the most important correction because it changes where the cost sits in expense reporting.
- Amount and VAT fields: Check these together so the gross, VAT, and net values still agree after the edit.
- Payment Reference: Good for fixing traceability without changing the amount.
- Customer, Job, and Service links: Update these when the cost belongs somewhere more specific than it was first entered.
- Vehicle: Add the van or car a cost was for, or change it, and the cost moves to that vehicle in its reports. A vehicle that has since been sold stays on offer for the expenses that already have it.
Attachments
The Attachments tab is where you add a receipt that was missing, or remove one that was wrong. Attachments save as soon as you act on them rather than waiting for the form, so they persist even if you close the popup without saving anything else. The expense detail view shows the same attachments but is read-only, so this is the only place to change them.
Changing Transaction Type
If you change the transaction type away from Expense, the ledger line stops belonging on the Expenses screen and will live under Transactions instead. That is sometimes correct, but it should be a deliberate choice rather than an accidental one.
When Editing Is Blocked
If the expense is tied to a transferred customer or transferred job, Work Planner blocks editing. That protects the financial history once the linked operational record has moved business context.
Recurring Expenses
If the expense was added by a cost that repeats, a Repeats line at the bottom of Basic Information says how often, such as Every month, and whether it's still Active, with View to open it. The line can't be changed here, and editing changes this one expense only. To stop the cost repeating, use Stop on the Repeating Costs tab of the Expenses List: the ones already added, this one included, stay. When the price changes, stop it and add it again with the new amount.
Related articles
- Adding an Expense: How most expenses are added, including costs that repeat.
- Creating an Expense from Transactions: The same form, field by field, when you record a new expense on it.
- Expense Detail View: Shows what is worth checking before you edit.
- Transactions List: Helpful when the edit means the record should really live in the wider ledger view instead.
- Transaction Attachments: Covers accepted file types, previewing, and permanent deletion.