Add an expense
- Click New Expense.
- Under Receipt, drop in a photo or PDF, or click Take or upload a photo. With Wrapstart AI, the details fill in from the receipt. Check them.
- Enter the Item name (required), any Details, the Date and the Total.
- Pick a Category and enter the Vendor. Past vendors come up as you type.
- Add the Tax and Tax rate % if you track them, the Payment method and a Reference #.
- If a team member paid out of their own pocket, pick them under Reimburse to.
- Pick a Job to tag the cost to that job.
- Click Save.
If the receipt has film or supplies on it, Materials on this receipt can add them straight to your inventory.
Repeating expenses
For rent, insurance or subscriptions, set Repeats to Weekly, Every 2 weeks, Monthly, Quarterly or Yearly, and an end date if there is one. Wrapstart adds each new one for you. To change all future ones, open one and click Edit series.
Scan receipts with your phone
Click the phone icon (Scan a receipt with your phone) and scan the code. Snap your receipts; each one comes in marked Review so you can check it. The code works for 30 minutes. The Wrapstart phone app also has an Expenses tab.
Categories
Wrapstart starts you with 14 categories, such as Materials & Supplies, Rent & Facilities and Software & Subscriptions. Click Manage next to Category to add your own. Each one can have an Accounting account for your bookkeeper.
Find and export
- Search, or filter by Reimbursement, Category and Period. The Total row adds up what's shown.
- Tick rows to Set category…, Export or Delete them together.
- Click Export for accounting (CSV) to download them for your accountant.
- Reimbursements show per team member in Reports → Staff.
Common questions
#### Can I send repeating invoices or set up payment plans?
Not yet. Customers can pay part of an invoice online, and you can ask for a deposit. Repeating is only for expenses.
#### Does a refund send the money back?
Refunding an invoice payment records it in Wrapstart only, so refund the card in Stripe, Square or Clover too. Deposits paid online through Stripe or Clover are refunded to the card. See Refunds and receipts.
#### Which ways can customers pay?
By card through Stripe, Square or Clover, plus Apple Pay and Google Pay through Stripe. Record cash, cheques, bank transfers, Venmo and Zelle yourself with Record Payment.
#### How do I add a card fee?
Add it as an extra charge in Settings → Pricing & Discounts → Additional Charges. It goes on the whole quote or invoice, however the customer pays.
#### Does Wrapstart work with Xero?
Wrapstart connects to QuickBooks Online. For other accounting software, use the CSV exports on the Expenses and Payments pages.
#### Why isn't a late invoice marked Overdue?
Invoices past their due date show "Overdue" in red on the Invoices page. The status itself changes when the Payment Collection Agent sends a reminder, or when you change it. See Remind customers about unpaid invoices.