What are they and why do they exist?
Both the Expense items list and the Invoiced budget items list give you a more granular view of your financial data than the standard invoice or expense lists. Instead of looking at a document as a whole, you can see exactly which budget items were charged and which costs were assigned to them - across all projects and clients at once.
This is especially useful for:
Reviewing budget item coverage - checking which budget items have already been billed or have costs assigned, and which haven't.
Cross-project financial reporting - filtering and exporting data across multiple projects, brands, or legal entities in a single view.
Time billing control - both lists show whether a budget item is linked to locked time billing, so you can quickly identify which items have been covered by time billing and which haven't.
Expense items
Found under Expenses → Expense items tab.
Each row in this list represents one budget item line from an expense (incoming invoice or other cost document). If an expense is split across multiple budget items, each split appears as a separate row.
Columns
Column | Description |
Expense ID | Internal ID of the expense document |
Expense No | Expense number (e.g. 2-2026105) |
Type | Type of document (Invoice, etc.) |
Status | Approval status of the expense |
Amount | Amount assigned to this budget item line |
Responsible | Person responsible for the expense |
Contractor | Supplier/vendor |
Legal entity | Your company entity linked to the expense |
Brand | Client brand |
Project | Project the budget item belongs to |
Budget item | The specific budget item |
Accounting account | Accounting account assigned to this line |
Cost center | Cost center assigned to this line |
Description | Free-text description |
Tags | Any tags applied |
VAT classification | VAT treatment |
Locked time billing | Whether the line is linked to locked time billing |
Date of supply | Date of supply on the expense |
Due date | Payment due date |
Paid at | Date payment was made |
Payment method | How the expense was/will be paid |
Note / Internal note | Notes visible to client or internal only |
Filters
You can filter by: Contractor, Client/Brand, Project, Responsible, Legal entity, Status, Invoice status, Payment status, Budget item, Budget item type, Tag, Accounting account, Cost center, Type, Has time billing, Amount from/to, Date of supply, Due date, Paid at, Created at.
Note: The Expense items list supports filtering by Cost center and Accounting account because these are assigned directly at the budget item line level when entering the expense.
Invoiced budget items
Found under Outgoing invoices → Invoiced budget items tab.
Each row here represents every budget item that was checked in step 2 of the invoicing process - i.e. when you select which budget items to include in an invoice and set the amount to be billed against each one.
Why Invoiced budget items list works differently from Expense items
It's important to understand that the Invoiced budget items list reflects step 2 of invoicing (budget item selection and amount assignment), not step 3 (where you define the actual line items the client sees on the invoice).
Here's how the two steps work:
Step 2 - You select which budget items you're invoicing and set the amount for each. These are the rows that appear in the Invoiced budget items list.
Step 3 - You define what the client actually sees on the invoice. You can, for example, consolidate 10 budget items into a single invoice line with a different name (e.g. "Work completed in June"), as long as the total amount in step 3 matches the total from step 2.
Why Cost center and Accounting account filters aren't available here:
Because step 3 allows you to freely regroup and rename budget items into any invoice line structure, Allfred can no longer determine which cost center or accounting account maps back to which individual budget item. For example, if you invoice 10 budget items in step 2 and merge them into 2 lines in step 3 - "PR services" and "Digital" - there's no way to know which of the original 10 items belongs to which line. This is why the Invoiced budget items list does not support filtering by Cost center or Accounting account, unlike the Expense items list where these are assigned directly at the line level.
Columns
Column | Description |
Invoice No | Invoice number |
Brand | Client brand |
Project | Project the budget item belongs to |
Amount | Amount billed against this budget item |
Issue date | Date the invoice was issued |
Supply date | Date of supply on the invoice |
Due date | Payment due date |
Paid at | Date payment was received |
Payment method | Payment method |
Note / Internal note | Notes on the invoice |
Description | Invoice description |
Locked time billing | Whether the line is linked to locked time billing |
Budget item | The specific budget item |
Legal entity | Your company entity that issued the invoice |
Filters
You can filter by: Client/Brand, Project, Project category, Budget item, Budget item type, Project Manager, Payment status, Type, Legal entity, Agency bank account, Has time billing, Amount from/to.
Tip: Checking time billing coverage
Both lists include a Locked time billing column (shown with a lock icon 🔒). Use this to identify which budget items have already been covered by a locked time billing entry - and which still haven't. This is particularly useful at the end of a billing period when reconciling what's been invoiced against what's been tracked.
