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Tracking Expenses

Expenses tracks what your firm spends — materials, PA fees, software, travel. Sort them into categories, link them to projects, and see at a glance what you can bill back to a client and what’s simply the cost of running the firm.

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Accessing expenses

Navigate to Expenses from the sidebar. This page shows all expenses for the current year, grouped by month.
Expenses require the View Financials permission. If you don’t see the Expenses link in the sidebar, check with your firm’s administrator.

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Creating an expense

  1. Click New Expense
  2. Fill in the details:
    • Description — what the expense is for
    • Category — select from your firm’s expense categories
    • Amount — the cost in euros
    • Date — when the expense occurred
    • Linked project (optional) — associate with a specific project
    • Notes (optional) — any additional context
  3. Click Save

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Categories

Expenses are organised by category. Categories are managed by your firm and help you understand where money is going. Common examples:
  • PA Application Fees
  • Materials
  • Travel
  • Software & Subscriptions
  • Professional Services
Use the category dropdown filter on the Expenses page to view a specific category at a time.

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Linking to projects

When an expense relates to a specific project, you can link it. Linked expenses:
  • Appear under “Billable to Projects” in the summary metrics
  • Can be recovered from the client through project billing
  • Show the project name alongside the expense for quick reference
You can link a project when creating the expense, or later by clicking the link icon on any expense row.

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Summary metrics

The top of the Expenses page shows three key figures for the current year: These summary figures always cover the full year, regardless of any active category or search filter.

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Searching and filtering

  • Search — type to filter expenses by description or linked project name
  • Category filter — select a category from the dropdown to show only matching expenses

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Monthly grouping

Expenses are displayed in collapsible month groups, newest first. Each month header shows the number of entries and the month’s total. Click to expand or collapse a month.

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Editing and deleting

  • Click the edit icon on any expense to update its details
  • Click the delete icon to remove an expense (this cannot be undone)
  • You can also change the category or amount inline without opening the full edit form

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Why can’t I see older months?

If you have a lot of expenses, Arkata only loads the most recent months to start with. The three figures at the top still cover the whole year, so your totals are never short.