---
title: "Logging an Expense"
url: "https://help.karmaaxis.com/1/the-karmaaxis-manual/69/logging-an-expense"
---

# Logging an Expense

The **Expense Module** in KarmaAxis allows you to efficiently record and track your expenses, whether personal, shared, or business-related. Each expense can be categorized, split between users, linked to a contact, karma (project), or vendor, and accompanied by receipts. This section guides you through the process of logging an expense and highlights the key features available.

## How to Log a New Expense

**1. Click the Blue + Button** at the bottom-right corner of the **Expenses** page to open the **New Expense** form.

**2. Fill in the essential fields:**

   - **Expense Head** (e.g., Conveyance, Meals)
   - **Payment Mode** (e.g., Personal, Cash, Credit Card)
   - **Amount**
   - **Booked for / Split between:** Select one or more users to split the expense evenly among. This is ideal for shared expenses (e.g., shared cab rides or group meals).

**3. (Optional) Click More Details** to reveal additional fields:

   - **Contact:** Link the expense to a contact/client.
   - **Vendor:** Select or type the vendor name (e.g., Uber, SpiceJet).
   - **Karma:** Associate the expense with a Karma (goal, project, or department).
   - **Tags:** Add custom tags for better categorization.

**4.** Upload the **receipt** by clicking **Attach Receipt** and selecting the file.

**5.** Click **Add Expense** to save your entry.

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## How Split Expenses Work

- When you split an expense between multiple users, the amount is **divided equally**.

- The full amount shows under your **reimbursement claim**, while the expense is reflected as **individual rows** (one for each user) in the **Expense Log**.

- This ensures accurate allocation and audit-friendly transparency.

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## Viewing or Editing an Expense

- **Click on any row** in the **My Expense** to view or edit the expense.

- You’ll see:
   - Basic details (e.g., expense head, amount, payment mode)
   - Summary fields (contact, karma, tags) if filled.
   - A **Show All Fields** link to reveal all editable fields.
   - A **Hide Blank Fields** option to simplify the view.

**Note:** Expenses can only be edited or deleted within **7 days of logging**. Older entries are locked for audit integrity.

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## Icon Indicators in Expense Log

- **Receipt Attached** – Shows a paperclip icon if a receipt is uploaded.
- **Linked to Contact** – Contact icon appears if associated with a contact.
- **Linked to Karma** – “K” icon appears if linked to a Karma.
- **Split Entry** – Each split user gets their own row in the log.

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## When to Use Logging with More Details

- **Vendor:** Ideal for supplier or service-specific expenses.
- **Karma:** Track costs against ongoing projects or departments.
- **Contact:** Link client-related costs directly for billing or analysis.
- **Tags:** Add context like “client visit,” “site audit,” or “CSR.”

This intuitive process ensures that all business and shared expenses are properly recorded, traceable, and ready for future reporting or reimbursement.