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How to Add an Expense and Allocate It by Line Item

Learn how to add a new expense in Zevbit and how to allocate it by line item.

Written by ZevBit Software

To record and allocate an expense to a project, follow the steps below:

Adding Basic Expense Details

  1. Click “Add Expense” from the Expenses page.

  2. In the Description field, enter the name of the expense (e.g., gravel, equipment rental, subcontractor payment).

  3. Enter the total expense amount, including taxes.

  4. Select the expense type:

    • Material Cost (default)

    • Subcontractor Cost

    • Equipment Cost

  5. Click the Date field, then select the date the purchase was made.

  6. Select the Vendor from whom the purchase was made.

  7. (Optional) Upload an attachment:

    • Receipt

    • Site photo

    • Any supporting document

    • On mobile, you can upload from the gallery or use the camera

  8. (Optional) Add any notes related to the expense.

  9. Click “Next” to proceed.

Selecting Project & Allocation Type

  1. Select the project where you want to allocate the expense.

  2. Click “Next”.

  3. Choose “To Specific Line Items” as the allocation method.

  4. Click “Confirm”

Allocating Expense to Line Items

  1. Click “Select Items” to begin allocation.

    *Note: This option is available only if your approved estimate already contains relevant line items.

  2. Open the dropdown to view all estimate line items.

  3. Select the relevant line items where the expense should be applied.

  4. Close the dropdown after selecting the items.

Entering Allocation Details

  1. Distribute the expense across selected line items.

  2. Enter quantities, unit costs, and taxes accordingly.

  3. Click “Next” once all values are filled.

Final Review & Confirmation

  1. Review all allocation details carefully.

  2. Click “Confirm” to complete the process.

Understanding “Amount Remaining”

  • $0 Remaining
    → Full expense has been correctly allocated

  • Negative (Red) Value
    → Some amount is still unallocated
    → You need to distribute the remaining balance

  • Positive (Red) Value
    → You have allocated more than the actual expense
    → The system will show an error and require correction

This ensures that the total allocated amount always matches the original expense.

Final Result

After confirmation:

  • The expense will appear in the main Expenses table

  • Allocation status will be updated accordingly

  • Job Costing will reflect the updated actual costs vs. the estimate

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