An expense is a cost incurred from work-related tasks and/or purchases (travel, meals, office supplies, etc.). Expenses may be non-billable or billable, the latter applying to expenses for a project funded by a specific client.

Users complete and submit their expense sheets to team lead, project manager, and/or clients for approval. The expense sheets are then reviewed and either approved or rejected. When the expense sheet is approved, the expense information is saved to the database.

Once an expense sheet is submitted, the data can be analyzed by project leaders and administrator to determine project costs and client billing.

More about Expense sheet:

  1. A single expense sheet allows a user to submit multiple expenses.
  2. A user fills out and submits an expense sheet, uploading any available receipts.
  3. The user can choose which project each expense was associated with.
  4. User can print an expense sheet for the signature purpose.
  5. The expense sheet is automatically sent to one or more approvers.
  6. The approvers approve the expense sheet.
  7. The finance department can reimburse the user based on the approved expense sheets.
  8. The expenses can be exported for client billing or reviewed against project estimates.

Add new Expense Sheet:

  1. Click on the My Expenses/$ Icon from the left navigation bar.
  1. Click Add Expense Sheet green button on the top-right of the application and follow below steps for adding Expense Entry.

Add new Expense Entry :

  1. In the Add Expense Entry screen that appears, where you can:
    1. Click Add Expense Entry green button on the top-left of the application.
  1. In the Add Expense Entry screen that appears:
  1. In Basic Tab.
    1. Select the Project Name.
    2. Expense Name.
    3. Payment Method (different available payment methods like Cash, Credit Card etc.).
    4. Currency.
    5. Expense Entry Date.
    6. Billable (Yes/No).
    7. Reimburse (Yes/No) (if you paid for the expense and require reimbursement).
    8. Net Amount.
    9. Quantity (depends on Expense Type) (if this expense is configured to get input of quantity field).
    10. Rate (depends on Expense Type) (if this expense is configured to get input of quantity field).
    11. Tax Zone (depends on Expense Type) (will be appear only if this expense is configured as a tax able expense).
    12. Tax Amount (depends on Expense Type) (will be appear only if this expense is configured as a tax able expense).
    13. Amount.
  1. In Description Tab.
    1. Fill the Description as per the requirement.
  1. In Attachment Tab.
    1. Click on the box file to upload the related file.
    2. Select the file and click Open.
    3. Click Add Expense Entry button.

If you want to add another expense entry, please follow above process.

  1. After expense entry, the user should navigate to the bottom of the Expense sheet page and fill the Expense Sheet Description.
  2. Click Submit blue button on top for the approval process.

Editing Expense Entry:

  1. Click on the My Expenses/$ Icon from the left navigation bar.
  1. Scroll/search for the Expense Sheet which you want to Edit and click on the Options gear icon against it. Select Edit Expense Sheet option.
  1. In the Edit Expense Sheet screen that appears:
  1. If you want to modify the expense entry, click the Options gear icon against the expense entry. Select Edit Expense option.
  1. In the Edit Expense Sheet screen that appears:
    1. Make changes as per your requirements and click Update Expense Entry.
  1. After making changes in the sheet as per your requirements, click Update Sheet Button.

Deleting Expense Entry:

  1. Click on the My Expenses/$ Icon from the left navigation bar.
  2. Scroll/search for the Expense Sheet which you want to delete and click on the Options gear icon against it.
    1. Select Delete option.
    2. Click OK from popup for confirmation.