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How do I add an expense to my case?

This article will guide you through how to add and keep track of expenses in your case throughout the full estate administration period

💁 You can view expenses within the estate accounts summaries and output at the click of a button at any stage of the administration process, providing you and your clients with clear, easy to understand updates any time you need. How do I view estate accounts?  

How do I find the expenses area?

How do I add an expense?

How do I settle an expense? 

How do I manage expenses paid by third parties?

Where can I view and manage expenses on my case?

Where can I see expenses within estate accounts?

Where to find the expense area 

20250107 Expenses Tab on Case Dashboard

How do I add an expense?

  • Click Add new expense
20250801 Blank Expenses Overview Page
  • Choose the type of expense you'd like to add from the drop down menu

🕊️ Adding a funeral expense can be done by selecting the Funeral Expenses category in the ribbon that runs across the estate overview

👍 The type of expense you choose will determine where the expense is listed in your estate accounts

  • Add relevant information in the remaining fields
     
    20250107 Adding an Expense (1)

💰If you say the expense relates to income, the expense will be listed in the Income section of your estate accounts

  • Enter the value and date of the expense if known, these fields can be updated later if you are adding draft or placeholder expenses
  • Click Save to add the expense to your case

👍 Expenses are shown in the Liabilities & payments and Reconciliation section tabs of Estate accounts 

😍 Funeral expenses are shown on the liabilities section of the estate accounts outputs 

💰 If the type of tax is Inheritance tax, you will have the opportunity to generate an IHT423. See here for further guidance


Settling expenses

You can add an expense yet to be paid, partially paid or fully paid.

If the expense is still to be paid you can leave all fields in the Settlement details section blank and update later.

If the expense has already been settled in 1 payment, you can go ahead and settle the expense:

  • Add the source of funds the expense was paid from
  • Add the settlement value
  • Add the date of payment

If the expense is being settled in multiple payments:

  • Add the source of funds the expense was paid from
  • Add the partial settlement value
  • Add the date of payment
  • An Add settlement option will appear so you can add additional settlements from the same or different sources now or later vis the same method
20250107 Settling an Expense-1

🌟 The settlement summary will automatically update to show the Outstanding balance that remains

👍 All settled, unsettled and partially settled funeral, administration or tax related expenses will show in the Liability & payments and Reconciliation section of the estate accounts area whether they are settled, partially settled or unsettled  

⭐ The total of any unsettled expenses will show within the expenses section of both PDF and excel estate accounts outputs. How do I view estate accounts?   

💁 When distributing to beneficiaries, you can choose whether to include the value of any unsettled expenses or not. How do i distribute? 

Expenses paid by third parties

  • If the expense was settled by a third party, choose Yes to the question Paid by third party?
  • You can then select person that paid the expense. If you have already added the person to your case, they will appear in the Creditor 1 name drop down menu
  • You are able to select as many third parties as necessary by clicking Add additional party
  • If the creditor is requesting to be reimbursed then you can tick the box to reimburse them

20250109 Third Party Settling an Expense (Updated)

💁‍♂️ If the expense was paid by a third party and the person who paid the expense doesn't appear in the Creditor Name drop down menu, simply add them by selecting Create new creditor

View and manage all expenses in a case

  • Click into the Expenses section from the left hand side menu

20250107 Expenses Tab on Case Dashboard

20250107 Expenses Overview Page (With Settled Expenses)

  • In the Expenses overview page you'll be able to see a useful summary of all expenses
  • Edit an expense by clicking View to open, make relevant changes and click Save
  • Delete an expense by clicking on the three dots to the right of the relevant item then choose Delete
  • Clicking Show filters will let you filter funeral expenses by the Settlement status, Type, Third party and Payment type

💡 The Expenses overview page is a great way to see at a glance which expenses have been paid already and which expenses are outstanding

Where will expenses show within Estate Accounts?

  • Click into Estate accounts and from there you can view the full menu

20250107 Estate Accounts Tab on Case Dashboard

  • Once in the Estate accounts section, you can view settled, unsettled and partially settled expenses within the Liabilities & payments, Reconciliation, Client cash account tabs: 

20250108 IHT423 Estate Accounts Tabs

 

👷 Our team are regularly making improvements and adding new features. Some things may have changed since this guide was written as functionality gets even more fabulous. If you need further assistance, please contact the Customer Success team who are always happy to help

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