Tax & expenses

How to log expenses and car trips

Log a work expense and a car trip from your roster, see them in your Expense Log, change or delete an entry, and export an expense report as a PDF.

  • Video 5:21
  • 30 steps
  • Shown on iPhone
  • Updated Oct 2026

About the Expense Tracker feature

No sound needed: every step is captioned.

Recorded as: NDIS Support Worker, New South Wales (SCHADS award), Social and Community Services Level 2

Jump to a step
  1. 1Pick the day.
  2. 2Open the add menu.
  3. 3Add an expense.
  4. 4Check the date.
  5. 5Say what it was for.
  6. 6Close the keyboard.
  7. 7Choose a category.
  8. 8Add the amount.
  9. 9Add notes or a receipt (optional).
  10. 10Save it.
  11. 11See it on your roster.
  12. 12Open the day's expenses.
  13. 13Log a car trip.
  14. 14Switch to Car Trip.
  15. 15Say where you drove.
  16. 16Add the start reading.
  17. 17Add the end reading.
  18. 18Save the trip.
  19. 19Go to Settings.
  20. 20Open your Expense Log.
  21. 21Find your way around the log.
  22. 22Open an entry to change it.
  23. 23Change it and save.
  24. 24Open Export Expense Report.
  25. 25Choose what to include.
  26. 26Choose the dates.
  27. 27Choose the format.
  28. 28Export it.
  29. 29Made a mistake? Go back to your log.
  30. 30Delete an entry.

  1. Step 1: Pick the day.

    On your roster, swipe sideways to the month, then tap the day you spent the money. In this example, Monday 10 August.

    • Swipe to the month, then tap the day you spent the money.
    • In this example, Monday 10 August.

  2. Step 2: Open the add menu.

    Tap the + button at the top.

    • Tap the + button at the top.

  3. Step 3: Add an expense.

    Don't see Add Expense? Turn on Expense Tracking in Settings › Customise. Tap Add Expense.

    • Don't see Add Expense?
    • Turn on Expense Tracking in Settings › Customise.
    • Tap Add Expense.

  4. Step 4: Check the date.

    The date is filled in from the day you tapped. Tap it if you need to change it.

    • The date is filled in from the day you tapped.
    • Tap it if you need to change it.

  5. Step 5: Say what it was for.

    Under What was it for?, tap the box and type what you bought. In this example, Work boots.

    • Under What was it for?, tap the box and type what you bought.
    • In this example, Work boots.

  6. Step 6: Close the keyboard.

    Tap Done above the keyboard.

    • Tap Done to close the keyboard.

  7. Step 7: Choose a category.

    Tap the category and choose one: Courses & Education, Registration & Memberships, Uniform & Equipment, Travel & Parking or Other. In this example, Uniform & Equipment. Other lets you type your own label.

    • Tap the category to choose one.
    • In this example, Uniform & Equipment.
    • Other lets you type your own label.

  8. Step 8: Add the amount.

    Tap Amount and type what you paid (in this example, 149.95), then tap Done to close the keyboard.

    • Tap Amount and type what you paid.
    • In this example, 149.95.
    • Tap Done to close the keyboard.

  9. Step 9: Add notes or a receipt (optional).

    Add Notes if you like; in this example, we left them empty. To keep a photo of your receipt, tap the green + beside Receipt Photos, then Take Photo (on a phone) or Choose from Library.

    • Add Notes if you like.
    • In this example, we'll leave them empty.
    • You can add a photo of your receipt under Receipt Photos.

  10. Step 10: Save it.

    Changed your mind? Cancel at the top left closes it without saving. Tap Save at the top right.

    • Changed your mind? Cancel closes it without saving.
    • Tap Save at the top right.

  11. Step 11: See it on your roster.

    A green receipt now shows on the day. Tap the day to see it.

    • A green receipt now shows on the day.
    • Tap the day to see it.

  12. Step 12: Open the day's expenses.

    Tap Expenses at the bottom. The day shows what you logged.

    • Tap Expenses at the bottom.
    • The day shows what you logged.

  13. Step 13: Log a car trip.

    Drove somewhere for work? Tap the green + on the Expenses card.

    • Drove somewhere for work? You can log the trip too.
    • Tap the green + on Expenses.

  14. Step 14: Switch to Car Trip.

    Tap Car Trip at the top.

    • Tap Car Trip at the top.

  15. Step 15: Say where you drove.

    Under Trip Details, tap the box and type where you drove. In this example, Drive to training day.

    • Under Trip Details, tap the box and type where you drove.
    • In this example, Drive to training day.

  16. Step 16: Add the start reading.

    Tap Odometer start (km) and type the reading. In this example, 45210.

    • Tap Odometer start (km) and type the reading.
    • In this example, 45210.

  17. Step 17: Add the end reading.

    Tap Odometer end (km) and type the reading (in this example, 45252). The distance works out by itself.

    • Tap Odometer end (km) and type the reading.
    • In this example, 45252.
    • The distance works out by itself.

  18. Step 18: Save the trip.

    Tap Save. The day now shows both the expense and the trip.

    • Tap Save.
    • The day now shows both.

  19. Step 19: Go to Settings.

    Close the box with the X, then tap Settings at the bottom right.

    • Close the box with the X.
    • Tap Settings at the bottom right.

  20. Step 20: Open your Expense Log.

    Under Expenses, tap Expense Log.

    • Under Expenses, tap Expense Log.

  21. Step 21: Find your way around the log.

    Everything you log is listed here by month, and the top shows your total for this financial year. MyRoster keeps a record; it doesn't change your pay or tax. Search at the bottom finds an entry, and + at the top right adds another.

    • Everything you log is listed here by month.
    • The top shows your total for this financial year.
    • MyRoster keeps a record. It doesn't change your pay or tax.
    • Looking for one? Search at the bottom.
    • Add another with + at the top right.

  22. Step 22: Open an entry to change it.

    Tap the entry. In this example, Work boots.

    • To change an entry, tap it. In this example, Work boots.

  23. Step 23: Change it and save.

    Tap the amount, delete it and type the new one (in this example, 139.95), then tap Save. The entry now shows the new amount.

    • Tap the amount, delete it and type the new one.
    • In this example, 139.95.
    • Tap Save.
    • The entry now shows the new amount.

  24. Step 24: Open Export Expense Report.

    Tap the back button at the top left. Scroll down, and under Export and Share, tap Export Expense Report.

    • Now let's make a report. Tap the back button at the top left.
    • Under Export and Share, tap Export Expense Report.

  25. Step 25: Choose what to include.

    Expenses, Car Trips or Both. In this example, we kept Both.

    • Choose what to include. In this example, we'll keep Both.

  26. Step 26: Choose the dates.

    This Month is chosen to start with; if it has nothing in it, the Export button stays grey. In this example, we tapped This Financial Year, and our expense and trip were in it.

    • This Month has nothing in it yet.
    • Tap This Financial Year.
    • Now your expense and your trip are in it.

  27. Step 27: Choose the format.

    In this example, we kept PDF. A Spreadsheet opens in Excel, Numbers or Google Sheets. Include photos adds your receipt photos to the PDF.

    • We'll keep PDF.
    • Spreadsheet opens in Excel, Numbers or Google Sheets.
    • Include photos adds receipt photos to the PDF.

  28. Step 28: Export it.

    Tap Export PDF. From here you can save it to Files, email it or print it. In this example, we closed it.

    • Tap Export PDF.
    • From here you can save it to Files, email it or print it.
    • In this example, we'll close it.

  29. Step 29: Made a mistake? Go back to your log.

    Tap the back button, then under Expenses, tap Expense Log.

    • Made a mistake? You can delete an entry. Tap the back button.
    • Under Expenses, tap Expense Log.

  30. Step 30: Delete an entry.

    Swipe left on the entry (in this example, the trip), tap Delete, then tap Delete again to remove it. The total updates. Your spending also shows in Stats, in the Expenses card.

    • Swipe left on the entry. In this example, the trip.
    • Tap Delete.
    • Tap Delete again to remove it.
    • The trip is gone, and the total is updated.
    • Your spending shows in Stats too, in the Expenses card.

Good to know

  • The Expense Log is a record of what you spent and drove. It doesn't change your pay or tax estimates. Whether something can be claimed is a question for the ATO or a registered tax agent (Inland Revenue in New Zealand, HMRC in the UK).
  • Don't see Expenses? Turn on Settings › Customise › Expense Tracking. Turning it off hides Expenses but keeps everything you logged.
  • You can add more than one receipt photo. Tap a photo to see it full size; touch and hold it to remove it.
  • You can also add an entry from Settings › Expense Log › + (it starts on today's date).
  • Car trips over 1,500 km ask you to check before saving. The end reading must be higher than the start.
  • To delete from inside an entry, tap the red bin at the top. On a day's Expenses card, touch and hold an entry for Delete.
  • Export Expense Report can also cover This Year, All Time or your own dates (Custom). A Spreadsheet puts expenses and car trips on separate tabs, with totals.
  • The green receipt on the roster can be turned off in Settings › Calendar › Show expense indicator.
  • Stats › Expenses shows this year's total, categories, kilometres and spending by month.
  • Multi-Job Mode: one Expense Log for all your jobs.
  • Siri: say "Add an expense in MyRoster".
  • The expenses, readings and dates in this tutorial are an example.

Still stuck? Email Jamie — I answer every message personally.

Related tutorials

All tutorials

Get MyRoster

Try it in the app

Download MyRoster on iPhone or Android and follow along, one step at a time.

Download on the App StoreGet it on Google Play
Start with a free 3-day trial

On a computer? Scan with your phone's camera to get MyRoster.