How percentages work in Expenses
When you create a new expense, you are working with a fixed total amount from a received invoice or other expense document. The percentage controls how much of that expense is assigned to individual budget items.
For example, if your expense is 1,000 €, then:
50% always equals 500 €
25% always equals 250 €
The percentage is always calculated from the same base value (=total expense amount).
How to use percentages in Expenses
When creating an expense, you first enter the total expense amount. All percentages and amounts in the expense items are then calculated from this total value.
Step 1: Create the expense
Go to Expenses → + New Expense
Upload the document and fill in the required fields
Enter the total expense amount (for example, 1,000 €)
By default, Allfred creates one expense item for the full amount:
Expense total: 1,000 €
Expense item: 1,000 € (100%)
Step 2: Split the expense across multiple projects or budget items
If the expense needs to be distributed across multiple projects, budget items, brands or cost centres, click + to add another expense item.
When a new expense item is added, Allfred automatically assigns the remaining unallocated amount.
Example:
Total expense: 1,000 €
First item: 600 € (60%)
Click +
Second item is automatically created with 400 € (40%)
You can continue adding as many expense items as needed. Each new item is automatically filled with the remaining amount.
Step 3: Adjust percentages or amounts
For each expense item, you can define its share of the total expense in three ways:
Option 1: Use the percentage slider
Move the slider to the desired percentage.
Example:
Set the slider to 60%
The system automatically calculates 600 €
Option 2: Enter the percentage manually
Click the percentage value and enter the desired percentage.
Example:
Enter 60%
The system automatically calculates 600 €
Option 3: Enter the amount manually
Type the amount directly into the Amount field.
Example:
Enter 600 €
The system automatically calculates 60%
Important
To save the expense, the sum of all expense items must always equal the total expense amount.
Example:
Total expense: 1,000 €
Item 1: 500 €
Item 2: 300 €
Item 3: 200 €
Total of all items = 1,000 € ✓
This ensures that the entire expense is allocated correctly across the selected projects or budget items.
How percentages work in Invoices
When creating an invoice or proforma, percentages work differently.
Instead of using the total budget value, Allfred calculates percentages from the current uninvoiced amount of a budget item.
This allows you to invoice only part of a budget item while keeping track of the remaining value that can be invoiced later.
Example – Creating an invoice and splitting the invoice amount
Budget item:
Total value: 6,520 €
Already invoiced: 0 €
Uninvoiced amount: 6,520 €
You decide to invoice 50%.
At this moment:
50% of 6,520 € = 3,260 €
You can define the invoice amount in three ways:
1. Enter the amount manually
Enter 3,260 €
The system automatically calculates 50%
2. Use the percentage slider
Set the slider to 50%
The system calculates 3,260 €
3. Enter the percentage manually
Enter 50%
The system calculates 3,260 €
After creating the invoice:
Invoiced: 3,260 €
Remaining uninvoiced amount: 3,260 €
If you create another invoice later, the percentage will be calculated from the new remaining amount.
For example:
Remaining uninvoiced amount: 3,260 €
50% now equals 1,630 €
This is because invoice percentages are always calculated from the current uninvoiced amount.
Why percentage editing is disabled when editing invoices
The percentage slider is available only when creating a new invoice.
When editing an existing invoice, the uninvoiced amount may have changed in the meantime because additional invoices were created after the original invoice.
As a result, the original percentage may no longer correspond to the original invoice amount.
Example
Budget item value: 850 €
First invoice:
Uninvoiced amount: 850 €
50% = 425 €
Later, another invoice is created:
Second invoice: 200 €
Remaining uninvoiced amount: 225 €
If you now edit the first invoice, the original percentage can no longer be calculated correctly because the current uninvoiced amount is no longer 850 €.
Originally:
50% of 850 € = 425 €
Today:
50% of 225 € = 112.50 €
The same percentage would therefore produce a completely different amount.
To prevent incorrect calculations and confusion, percentage editing is disabled when editing existing invoices. Instead, use the Amount field directly. This ensures the invoice value remains correct regardless of changes to the remaining uninvoiced amount.
Applying the same percentage to multiple budget items
When creating an invoice or proforma, you can quickly apply the same percentage to multiple budget items at once.
Select the budget items you want to invoice using the checkboxes.
In the Set selected to field, enter the percentage you want to apply.
Click Apply to selected.
Allfred automatically calculates and applies the selected percentage to every checked budget item based on its current uninvoiced amount.
If needed, you can still adjust individual selected items afterwards. Any manual changes affect only the edited item, while all other items remain unchanged.
This feature is especially useful when invoicing an entire project in stages. Instead of calculating amounts manually for each budget item, you can invoice the same percentage across multiple items in just a few clicks.