How do I record and categorize expenses?

Beam makes it easy to record expenses, upload receipts, and categorize costs to the correct project and cost code. You can enter expenses manually, upload a receipt, or use the Beam Card to automatically start the receipt capture process after a purchase.

Open Expenses

To record an expense:

1. Click More in the top menu bar.
2. Select Expenses.
3. Choose one of the following options:
   • Add Expense to manually enter expense details.
   • Upload Receipt to start by uploading a receipt.

Option 1: Upload a Receipt

If you select Upload Receipt, you’ll begin by attaching a receipt to the expense.

1. Click Upload Receipt.
2. Take a photo or upload an existing receipt image.
3. Confirm the receipt upload.

After the receipt is uploaded, continue by selecting the vendor and categorizing the expense.

Option 2: Add an Expense Manually

If you select Add Expense, you’ll begin by entering the expense details manually, starting with the vendor. You can still upload a receipt while adding the expense manually.

If the vendor already exists, select it from the list. If it’s a new vendor, type the vendor name and select Create New to add it.

Categorize the Expense

Next, assign the expense to the correct project and cost code. For each line item, you can enter:

• Project
• Cost Code*
• Description*
• Amount

*denotes an optional item

Split an Expense Across Multiple Projects

If one purchase applies to more than one project, you can split the expense into multiple line items. Click Add Line Item, then enter the project, cost code, description, and amount for each portion of the expense. For example:

Line Item 1

• Project: 100 N Main Street
• Cost Code: Plumbing
• Description: Angle valves
• Amount: $101.46

Line Item 2

• Project: 145 Creek Valley Drive
• Cost Code: Electrical
• Description: Recessed lights
• Amount: Remaining amount

Beam will compare the transaction total to the line item total so you can confirm the expense is fully categorized before saving.

Save the Expense

Once all details are entered:

1. Review the receipt, vendor, project, cost code, description, and amount.
2. Confirm the line item total matches the expense total.
3. Click Categorize or Save.

Your expense will now be recorded and linked to the correct project and cost code.

Using the Beam Card for Faster Receipt Capture

If you use a Beam Card, receipt capture can begin automatically.

After a Beam Card transaction, the cardholder receives a text notification with a link to upload the receipt and categorize the expense. From there, you can select the vendor, assign projects and cost codes, split the transaction if needed, and save the categorization.

This helps keep expenses up to date as purchases happen, without needing to manually search for the transaction later.

Any expenses that have not been categorized will appear in your expenses list. Open an uncategorized expense to upload a receipt, assign a vendor, select project and cost code details, and complete the categorization.

Keeping expenses categorized helps maintain accurate job costing and gives your team better visibility into project spend.