Eano Pro offers two methods for tracking expenses: Manual Input and QuickBooks Sync. Each method serves different workflows, depending on how your financials are managed.
Watch here: How to Manage Project-Specific Finances
Option 1: Manual Add Expense in Eano Pro
If your accountant already spends significant time organizing expenses before entering them into QuickBooks, it may be more efficient to log expenses directly in Eano Pro and export them as a .CSV file for your accountant.
This saves time by avoiding the need to match receipts and categorize expenses separately.
Step 1: Manually Input Expenses
Go to the Projects section via the left navigation menu. Select one project.
Click the Finances tab.
Scroll down until you see the light blue button + Add Expense. Make sure you are on the Expenses tab, next to the Income tab.
Click on the + Add Expense button, then fill in the necessary expense details.
Scroll down to fill in more details. All items with * are required.
Scroll down further and click the blue button Record Payment.
The expense will be immediately reflected in the project’s financial summary.
(Optional): You may add supporting notes or documentation for better recordkeeping.
Step 2: Exporting Expenses
Navigate to the Finance tab of the chosen project.
Click on the gray button Export Expenses.
When prompted, click Download to save the file in .XLS format.
Share this file with your accountant or import it into QuickBooks.
Optional: View Global Expenses
Click the Finances section in the navigation menu.
Under the Expenses tab, view all manually inputted expenses across all projects.
Use filters and summaries to review financial activity comprehensively.
Option 2: How to use QuickBooks Sync in Eano Pro
Eano Pro provides a one-way sync with QuickBooks. Once connected, any expense (only payout) recorded in QuickBooks will automatically appear in your Eano Pro dashboard under the Finances section at the global level.
How It Works
Example: For a project at 123 Main Street, all associated QuickBooks expenses will sync to Eano Pro.
QuickBooks does not natively support project-specific or address-based tagging. Therefore, after importing expenses into Eano, you must manually attribute each expense to the correct project.
Once attributed, these expenses will appear in the respective project’s financial dashboard.
Important:
If you use this way, do not manually log expenses in Eano Pro if they already exist in QuickBooks. Doing so may cause duplicate records, affecting the accuracy of your financial tracking.
Ideal For:
Teams where the accountant already manages and categorizes expenses thoroughly in QuickBooks.
Users who prefer having their accountant handle expense attribution directly within Eano Pro.
Recommended Workflow:
Invite your accountant to join Eano Pro.
Have them assign each synced expense to its corresponding project.
View project-level profit and cash flow under the Finance tab.
Choosing the Right Expense Management Method for you
Manual Input in Eano
Pros ✅
Project-Specific from the Start: Expenses are logged directly within each project, reducing the need to reclassify or tag them later.
Immediate Visibility: Expenses are reflected instantly in project dashboards, aiding real-time cash flow monitoring.
Flexible Collaboration: You can invite your accountant to download and use the data, or export it in .CSV format for easier processing.
Better for Project Managers: Enables operational teams to document receipts and expenses in real time.
Cons❌
Manual Workload: Requires more data entry effort, especially if managing many projects or frequent transactions.
Not Integrated with QuickBooks: Expense records do not sync back to QuickBooks unless manually exported and imported.
Dependent on Internal Discipline: Accuracy relies on diligent entry by project managers or staff.
QuickBooks Sync
Pros ✅
Automated Data Flow: Expenses recorded in QuickBooks are automatically reflected in Eano Pro, reducing data entry workload.
Centralized Accounting Control: Ideal if your accountant already handles all expense classification and reporting within QuickBooks.
Reduces Redundancy: Avoids the need to re-enter expenses in Eano, minimizing clerical errors.
Cons ❌
No Native Project Tagging in QuickBooks: Since QuickBooks lacks a concept of project or address, you must manually assign each expense to the correct project within Eano.
One-Way Sync Only: Expenses flow from QuickBooks to Eano, not the other way around. Any edits made in Eano do not sync back to QuickBooks.
Risk of Duplication: Manual expense entry in Eano must be avoided after sync, or you risk duplicating records.
Requires Accountant Familiarity with Eano: Your accountant must log in and manually assign expenses within the Eano platform.