> For the complete documentation index, see [llms.txt](https://docs.buildertek.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.buildertek.com/expenses/expenses-record-creation.md).

# Expenses Record Creation

BuilderTek provides two ways to create an Expense Record:

## Option 1: Create from the Expenses Module

You can create an expense directly from the BT Expenses module.

App Launcher → BT Expense → New

![](/files/3336d7fe9ff4cdf480d6e16378a92317591726a2)

![](/files/004bf817d3b874aa0f6922c1ae9d065c7410018d)

This method allows you to create an expense and associate it with a project or budget during the creation process.

## Option 2: Create from a Project — Recommended

You can also create an Expense Record directly from the Project Dashboard using Quick Links.

This is the recommended approach because the expense is automatically associated with the project you are working on. You can add it to a budget during creation or connect it to a budget later, and the expense can subsequently be included in the project's funding workflow.

The following steps explain this process in detail.

## Create an Expense Record from a Project

{% stepper %}
{% step %}

## Open BT Expenses

Open the Project Dashboard for the project where you want to record the expense.

![](/files/bb18e0bfe181013f98d65b30e45fd838e6490f20)

From the Quick Links section on the right side of the Project Dashboard, locate BT Expenses.

Click BT Expenses.

The Expenses module will open in a new tab.
{% endstep %}

{% step %}

## Start a New Expense

On the BT Expenses screen, locate the "New" button in the top-right corner.

![](/files/004bf817d3b874aa0f6922c1ae9d065c7410018d)

Click "New."

BuilderTek will open the guided Expense creation process.

The process is divided into four steps, allowing you to enter, organize, and review the expense before saving it.
{% endstep %}

{% step %}

## Add Expense Details

The first screen captures the basic information about the expense.

![](/files/c40f2f60db4f6eefa689196d7ef15bf0a79d1d76)

Enter the applicable details, including:

* Expense Name
* Status
* Vendor
* Amount
* Project — automatically associated when creating the expense from the Project
* Cost Code
* Payment Method

Complete the required information and click "Next."

{% hint style="info" %}
The fields available in this screen can be customized based on your organization's requirements. If your team needs additional fields, BuilderTek can configure the Expense module accordingly.
{% endhint %}

### Easy Navigation

The guided creation process allows you to move between steps without losing your progress. You can return to a previous step, make changes, and continue through the process as needed.
{% endstep %}

{% step %}

## Add Expense Lines

The next screen allows you to add the individual cost lines that make up the Expense Record.

![](/files/24d6f3f70af164b2ffde51aa53778cc694d57391)

The screen is divided into two areas:

* Left: Enter the details for the expense line.
* Right: View the lines already added to the Expense Record.

Add each expense line individually with the required details.

As you add lines, they will immediately appear in the preview on the right side of the screen. From there, you can review, edit, or delete individual lines as needed.

Continue adding lines until the Expense Record is complete.

Click "Next" to continue.
{% endstep %}

{% step %}

## Add the Expense to a Budget

The next step allows you to associate the Expense Record with a project budget.

![](/files/b3079acd23b7a241ea896ef807c2e86c59fc081d)

Select the relevant budget from the dropdown list. You can search for the budget by entering its name.

Once the budget is selected, choose the appropriate budget line to associate with the expense.

If you do not want to add the expense to a budget at this stage, you can skip this step and associate the expense with a budget later.

Click "Next" to continue.
{% endstep %}

{% step %}

## Review & Save

The final screen provides a complete review of the Expense Record before it is created.

![](/files/0223604e68ea9c1dda16a8f3845a43b51d82a28e)

Review:

* Expense details
* Individual expense lines
* Quantities and amounts
* Vendor information
* Project and budget association
* Total expense amount

Once everything is correct, click "Save."

Your Expense Record is now created and ready for further project, budget, and funding activity.

![](/files/52fe18ae50d23a7bdbecf9c9d175866bff6e82e6)

![](/files/27c9768bfe828cde07352728b1b31206c3a29303)
{% endstep %}
{% endstepper %}


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://docs.buildertek.com/expenses/expenses-record-creation.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.