> 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/index-4/utilizing-funds/utilize-funds-from-an-expense-record.md).

# Utilize Funds from an Expense Record

An Expense Record can contain one or multiple expense lines and can be created directly from the Project or through the Expense module.

[Create an Expense directly from Projects](/expenses/expenses-record-creation.md).

Once an Expense Record is created, its costs can be connected to the project's funding, and the reserved funds can be utilized against those costs.

![](/files/bb98e9c4e3001642059326e39e365ad43577e057)

You can also associate an Expense Record with a budget when creating it or update the budget association later by editing the record.

Once the Expense Record is ready, it becomes available in the Funding view of the associated Project.

## 1.1 Cost-Level Funding

Cost-level funding allows you to utilize funds against the entire Expense Record at once.

This is useful when all lines within an Expense Record should be funded from the same Funding Transaction.

{% stepper %}
{% step %}

### Select the Expense

![](/files/db5ec54ea8a8f853b072bcb4cb84593794bba3bf)

Open the Funding view from the Project Dashboard.

Locate the Expense Record you want to fund and click the checkbox next to it.
{% endstep %}

{% step %}

### Utilize Funds

Click "Utilize Funds."

A new window will open displaying the Funding Transactions that have been reserved for the project.
{% endstep %}

{% step %}

### Select the Fund

![](/files/3f9bc0e8bd409c751f523d43082deb2af8d17283)

Select the Funding Transaction you want to use for the Expense.

Click "Continue."
{% endstep %}

{% step %}

### Review the Expense Lines

BuilderTek will display a consolidated view of all lines associated with the selected Expense Record.

![](/files/3a8481714c1164003f37df2f7000e50906c05f9c)

Review the lines included in the funding.

If necessary, you can remove individual lines that you do not want to fund as part of this transaction.

Review the total amount to be funded.
{% endstep %}

{% step %}

### Fund the Lines

Once everything is correct, click "Fund Lines."

![](/files/1d809cc1afad0500ca5b5ca9dc5361b553f49ad4)

BuilderTek will utilize the selected fund against the Expense Record and its included lines.

The Expense has now been funded at the cost level.
{% endstep %}
{% endstepper %}

## 1.2 Cost-Line-Level Funding

Cost-line-level funding provides more flexibility when different expense lines need to be funded separately.

Instead of funding the entire Expense Record with one Funding Transaction, you can select individual lines and use different funds for different costs.

This is particularly useful when:

* An Expense contains multiple cost items.
* Different funding sources are assigned to different expenses.
* A single fund does not have enough available balance to cover the entire Expense.
* You need to allocate partial funding to a specific cost.

{% stepper %}
{% step %}

### Open Expenses

From the Project Dashboard, locate the Quick Links section.

![](/files/cc16b25b321d55f48b588f5152ecdf03a39dea6d)

Find Expenses and click to open it.

A new tab will display the Expense Records associated with the project.

![](/files/409328fc935a28eeba8d332f5c4599148dfcb56a)
{% endstep %}

{% step %}

### Open the Expense Record

* Locate the Expense Record containing the cost line you want to fund.
* Click the record to open its details.
  {% endstep %}

{% step %}

### Open the Funding View

Navigate to the Funding section within the Expense Record.

![](/files/d8e9dd0bf682a2e594964988b90a03d074c2de03)

Locate the expense line you want to fund.

Click "Utilize" next to the relevant line.
{% endstep %}

{% step %}

### Select the Funding Transaction

A new window will open displaying the funds reserved for the project.

![](/files/df85625b3e51ad6bda858e63f718a87241133b3f)

Select the Funding Transaction you want to use for this cost line.

Click "Continue."
{% endstep %}

{% step %}

### Review the Funding Details

BuilderTek will display the details of the cost being funded.

![](/files/ede7a9c4b18f771f6261fe390f1b14f5c43ca784)

Review the information and click "Continue."
{% endstep %}

{% step %}

### Enter the Amount

Enter the amount you want to utilize from the selected fund.

![](/files/696e993a9710a88d15eebf9bb55a61c620871e96)

You do not have to fund the entire cost line at once. BuilderTek allows you to enter a partial amount, giving you flexibility when the available funding does not cover the complete cost.

Click "Fund."

The selected amount is now utilized against the individual expense line.
{% endstep %}
{% endstepper %}

## Review Funding on the Expense Record

Once the funding is completed, the Expense Record will reflect the updated funding information.

![](/files/e72210f061bbacbc3e0d2e083caab1ae15e99a1e)

You can review the amount that has been reserved and the amount that has been utilized directly from the Expense Record.

{% hint style="info" %}
When funds are reserved for a Project, those funds become available for the project's associated cost records, including Expense Records. This allows your team to reserve funding at the Project level first, then apply it to actual costs as they are incurred.
{% endhint %}


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