Expenses: receipts, approvals, and project costs.

Expenses live in Accounting alongside quotes, invoices, and budgets. Open Accounting and choose Expenses to see every expense for the team selected in the top bar. Each expense records a vendor, an amount, an optional tax amount, a date, a category, an optional description, and an optional receipt.

Summary tiles at the top total everything in the current view and break it down into Pending, Approved, and Denied. Search by vendor, category, or project, and filter by status, category, project, or a date range to narrow both the list and the totals.

• Categories: Travel, Equipment, Catering, Labor, Supplies, Software, and Other.
• Totals include tax, so they reflect what was actually spent.
• Select several expenses to edit their vendor, category, date, or project together, or to delete them.

Choose New Expense, fill in who you paid, the amount, and the date, then pick a category. Tax, project, description, and receipt are optional. You can also start an expense from the create menu, or from a project's Billing tab using Add expense on the Expenses card, which pre-selects that project.

Every new expense starts as Pending. Organization administrators get a notification when someone else submits one, so nothing waits unseen.

Attach a receipt by dragging it onto the expense form or browsing for it. Images (JPEG, PNG, WebP, and HEIC) and PDFs up to 10 MB are accepted. Each expense holds one receipt; uploading a new file replaces the old one, and you can open, replace, or delete the receipt later from the edit form.

The expense saves first and the receipt uploads right after. If the upload fails, the expense is kept and Lavori tells you, so you can attach the file again.

• Receipt files count toward your organization's storage allowance.
• Deleting an expense or its receipt frees that storage.
• Expenses with a receipt show it in the list so you can preview it quickly.
• On a form filled by an AI scan, replacing the receipt does not re-read the fields; Lavori asks you to confirm first.

Choose Scan with AI and drop up to five receipt files at once. Lavori reads the vendor, amount, tax, date, category, and a short description from each one. A single file can contain several receipts — a page of scanned receipts, for example — and each receipt found becomes its own draft.

If one receipt is found, the expense form opens prefilled with the receipt attached, so you can review the values and pick a project before saving. If several are found, a review table opens with one editable row per receipt; check the values and choose Create all to submit them together, each with its source file attached. Rows that fail stay in the table so you can fix and retry them.

Nothing is saved until you confirm. If a file can't be read, Lavori says so and opens the form so you can enter that expense by hand. You can also start a scan from a project's Billing tab, which opens the scan on the Expenses page filtered to that project.

Pick a project on the expense form to tie the cost to that job. The project's Billing tab shows an Expenses card with the running total and count, and View expenses opens the Expenses page filtered to that project.

Who can see a project's expenses follows that project's financial access. People with view-only financial access can see the expenses; changing them requires Financial Edit access. Moving an expense to a different project requires Financial Edit access on the destination project too.

Pending expenses show Approve and Deny in their actions menu for organization administrators. Denying lets you add an optional reason. Either decision is recorded with who made it and when, and the person who submitted the expense is notified — including the reason, if one was given.

An expense can be resolved only once. If two administrators act at the same moment, the second sees that it has already been resolved.

On a budget, choose Import, then Import expenses, to add approved expenses as cost lines. When the budget belongs to a project, only that project's approved expenses are offered. Each imported expense becomes a cost-only line named after the vendor, with its category and the amount including tax.

Expenses already imported into that budget are skipped automatically, so importing again never double-counts a cost.

In the Lavori mobile app, add an expense from Accounting and attach a receipt with the camera or from your photo library, or use Scan with AI to photograph a receipt and prefill the form. If a photo contains more than one receipt, the first one fills the form and the app asks you to scan the others separately. Administrators can approve or deny pending expenses from the app.

In the AI assistant, attach a receipt image or PDF and ask it to log the expense. The assistant shows an editable expense card; nothing is created until you confirm it, and confirmed expenses are submitted as Pending with the receipt attached. You can also ask the assistant to find and summarize existing expenses.