> ## Documentation Index
> Fetch the complete documentation index at: https://www.presolve.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Tutorial: record your first vendor expense

> Enter a fictional records fee and invoice number, then verify the linked records.

Record one vendor cost with its invoice number, then verify the automatically linked invoice. The **expense** is the individual case cost; the **vendor invoice** groups the charges on the bill. Linking an existing expense keeps the same charge from being entered twice.

You need a demo matter, permission to create expenses and invoices, and a fictional vendor contact. Ask your administrator to prepare these if they are not available. This exercise stops before payment.

Use these sample values, replacing the matter and vendor with your workspace's demo records:

| Field | Example |
| - | - |
| Matter | Avery Morgan — Demo |
| Vendor | Demo Records Vendor |
| Amount | \$125.00 |
| Expense type | Record Request |
| Description | Demo medical-records copy fee |
| Invoice reference | TRAINING-125-01 |
| Date charged | November 2, 2026, on the fictional training bill |

## 1. Check for an existing expense

1. Open the demo matter and select **Accounting → Case Expenses**.
2. Open **All Expenses** and look for **TRAINING-125-01** or the matching vendor, amount, and description.
3. If the expense already exists from an earlier exercise, open it and continue to the verification step. Otherwise, select **Add Expense**.

**Checkpoint:** you have identified the correct client and have one charge to enter.

## 2. Enter and save the cost

1. Select the demo vendor in **Vendor / Payee**.
2. Choose **Record Request** as the expense type and enter **125.00** as the amount.
3. Enter the source bill's date and the example description. In **Invoice #**, enter **TRAINING-125-01**. Enter **Invoice Due Date** if the fictional bill provides one. If a matching invoice appears, inspect it and select **Use Existing Invoice** only if it is the same bill.
4. Leave this training cost unpaid. If asked to choose funding and it has not been provided, keep it undecided. Do not guess a bank account or mark the vendor paid. Ask your accounting owner about any required choice you cannot complete.
5. Select **Add Case Expense**.

![Add Case Expense form with vendor, expense type, amount, date charged, and description fields.](https://mintcdn.com/grand-charter/zQHBSF8DN2vYm8-f/images/help/expense-create.jpg?fit=max\&auto=format\&n=zQHBSF8DN2vYm8-f\&q=85\&s=ef4b913619dce4e28baf10d5ba052fde)

Form layout only: this image does not contain the tutorial values. Enter Record Request, \$125, and November 2, 2026 from the table above. Available payment controls depend on your role.

## 3. Verify the expense and its invoice

Find the expense in **All Expenses** and open it. Compare the case, vendor, amount, date, and invoice reference with your example. Note its Expense ID when shown. If a value is wrong, edit this record instead of adding another.

Entering **Invoice #** while creating the expense also creates a linked vendor invoice. Open **Finances → Accounting → Payables**, find **TRAINING-125-01**, and compare its vendor, total, and linked expense. The new unpaid invoice starts as **Sent**; that status does not mean an email was sent or payment was made. A review workflow may subsequently change it.

**Expected result:** one unpaid \$125 expense and one linked invoice. If funding is undecided, the expense can appear in **Needs Review**. You are finished with entry; skip step 4 when the invoice is already linked.

## 4. If you saved the expense without an invoice number

Use this alternative only when the expense has no linked invoice. Search Payables for the bill first; do not create another copy of an invoice that already exists.

1. Open **Finances → Accounting → Payables → Create Invoice** and choose **From Vendor**.
2. Select the same demo case and **Demo Records Vendor**. In **Invoice Type**, enter **TRAINING-125-01** and use the fictional bill's date and payment terms. If your trainer has not provided required terms, ask for them before continuing.
3. In **Line Items**, choose **Existing Expenses** and select the expense you just saved.
4. Complete **Document & Status** using the fictional bill and select **Draft** for this unpaid exercise. Draft is an invoice status, not a review decision.
5. In **Review & Confirm**, check the invoice total and linked expense, then create the invoice.
6. Reopen the invoice and confirm that it links to the original cost.

**Expected result:** the invoice and expense describe the same \$125 charge. There is no second expense for the same bill. If your firm has a published invoice-review automation, check its approval and run history.

## Next step

Ask the designated reviewer to follow [Review invoices and resolutions](https://www.presolve.com/docs/help/accounting/financial-approvals.md). To learn how an approved cost reaches payment, read [the invoice lifecycle](https://www.presolve.com/docs/help/accounting/invoice-lifecycle.md).


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