The Duplicate Expense feature allows you to quickly create a copy of an existing expense with most of its original details intact.
This functionality reduces manual effort and ensures consistency when managing similar expenses.
How to Duplicate an Expense
Open the expense you want to duplicate.
Click on the Three-Dot Menu in the upper right.
Select Duplicate.
In the popup, review the service you want to assign the expense to and confirm the expense description.
Select Duplicate to copy the expense. If you don’t want to proceed, click Cancel.
The expense is duplicated with the specified adjustments:
The duplication date as the expense date.
“(Copy of)” added to the description.
Copied Expense Details
The following fields from the original expense are duplicated:
Person
Service
Quantity (Qty)
Cost
Currency
Tax rate
Total cost
Markup
Total billable
Expense custom fields
Reimbursement (Yes/No)
Attachment
Note:
Reimbursement Date, Payment Date, and Payment Due Date are not copied.
Good to Know
Reimbursement and Payment fields can be toggled on or off in Settings > Expenses, allowing you to customize expense input screens.
For more details, check out the article on Setting Up Expenses.
Approval Flow Behavior
The approval status of the duplicated expense depends on whether the Expense Approval Flow is enabled:
If Expense Approval Flow is NOT enabled:
The duplicated expense is automatically approved.
If Expense Approval Flow IS enabled:
The duplicated expense will appear in the Unapproved state. The budget owner (expense approver) will get notified and see the new expense approval request in their approval inbox.
This behavior aligns with the duplication process for time entries and invoices (draft status).
Purchase Orders and Duplicating Expenses
Important
Expenses cannot be duplicated if they are part of a finalized purchase order or one that is in the Sent status.
