You can save an expense without selecting a service. This is useful when you receive an invoice and need to record it immediately, but aren't yet sure which budget or deal it belongs to.
Expenses saved without a service are marked as Unallocated and can be categorized later.
📌 This option is only available when creating an expense from Financials > Expenses. If you open the expense form directly from a budget or deal, the Service field remains required.
Creating an Unallocated Expense
Go to Financials > Expenses and click + Expense.
Fill in the expense details: author, date, currency, line items, and any other relevant fields.
Leave the Service field empty.
A warning appears below the field: No service selected.
Click Submit.
A confirmation dialog appears, explaining that the expense will be saved as Unallocated. Click Yes to confirm.
👉 Read more about filling in the expense details in How to Submit an Expense.
The expense is saved and marked Unallocated in the top-right corner of the expense form.
What Unallocated Means
An unallocated expense:
Is not linked to any budget or deal
Does not generate cost on a budget or deal
Cannot be submitted for approval
Does not affect any financial metrics
Can still have payment status and reimbursement options set
Can be edited even within a financially closed month
Once you assign a service, the expense becomes Allocated, generates cost on the corresponding budget or deal, and becomes available for the approval workflow.
📌 Allocation is one-way. Once a service is added and the expense is saved as Allocated, you cannot remove the service and revert it to Unallocated.
Allocating an Unallocated Expense
Open the unallocated expense from Financials > Expenses.
Select a service in the Service field under Budget & Tracking.
Save the expense.
The status updates to Allocated automatically.
Finding Unallocated Expenses
Use the Allocation Status filter in Financials > Expenses to find expenses that still need to be categorized:
Click Filters.
Set the filter to Allocation Status = Unallocated.
📌 You can also save this as a view for quick access.
Who Can See Unallocated Expenses
Visibility depends on permissions:
Your own unallocated expenses: visible to you regardless of permissions, as long as you have access to your own expenses.
Other users' unallocated expenses: requires the Can see unallocated expenses permission.
By default, this permission is enabled for users with Admin, Profitability Manager (restricted & unrestricted), Manager (restricted & unrestricted) permission sets. Admins can enable it manually for any custom permission set.
👉 Learn more about expenses in: Expenses: Admin Overview.