Keeping track of expenses and ensuring proper documentation is essential for maintaining accurate records and smooth financial operations. In project management, the ability to attach supporting documents to expenses not only streamlines your reporting process but also enhances transparency and accountability. Whether dealing with receipts, invoices, or other documentation, having everything organised in one place can save time and reduce errors.

To add supporting documents to an expense, follow these steps:

1. Go to the Expenses menu in your project.
2. In the list of expenses, you will see three icons next to each expense. Click on the notebook icon, which may be red (indicating no documents are added) or green (indicating at least one document is added).
3. A pop-up will open, allowing you to add a supporting document for the selected expense.

You have two options for adding a document:

Option 1: Attach a File from Your Computer

Select the option “From PC” and click on the Attach File field. Select the file from your computer. In the Document name field, the file name will be displayed. If you want you can change it. In the Document Type field, select the type of document (e.g., contract, timesheet, etc.).

You can add new types by clicking on the +New button. 

Note: The supported file formats for uploading are .pdf, .xls, xlsx, .odt, .ppt, .pptx, .txt, .doc, .docx, and .rtf.

Ensure the file name does not contain special characters, Cyrillic letters, or letters with accent marks.

Option 2: Link with an already uploaded file:

Select the option “From existing” and click in the blank space below “or Select from existing”. If the file is not listed, you can type its name or a keyword from its name. Select the file you wish to link.

5. Click the Add Document button to save its data. The document is enlisted below the Add Document button.

6. If needed, add other supporting documents to the expense while still in the pop-up or later by clicking the notebook icon (now turned green).

You can view all added supporting documents per expense by clicking on the notebook icon next to the expense. To preview a specific document, click on the download icon in the pop-up window.

Note: There is no limit on the number of documents you can upload for each expense.