Adding an Expense to a Job and Running the Expense Report

Best Suited for:

• Back Office staff
• Accounting and finance teams

Important Information:

• Expenses can be added from both the back office and the field worker app
• Expenses are linked to specific jobs and can include receipts
• Marking an expense as billable allows it to be billed directly to the customer
• Expense reports help track reimbursable costs by employee

Strategic Workflow:

• Add expenses to jobs
• Attach receipts and assign reimbursement
• Mark expenses as billable or unbillable
• Generate reports to track expenses by employee

Process Description:

1. Edit the job
2. Select Expenses
3. Click Add
4. Fill in the expense details
5. Click Add Receipt to upload a file
6. Save the Job

Adding an Expense to a Job:

1. Open the job in Edit mode
2. Scroll to the Expenses tab
3. Click the +Add button in the lower left corner
4. Enter the following details:

• Date of the expense
• Expense Category
• Purchased From
• Amount
• Check Billable if the expense should appear on the invoice
• Select the employee in Reimburse To drop-down
• Type in Click Add Receipt to upload a file

5. Save the Job

Running the Expense Report:

1. Navigate to Reports > Reports Dashboard > Expense Reports
2. The "Reimbursable Expenses by Employee" report has several pre-defined time ranges to select from or choose Custom for further customizations
3. View the report to see:
   • Date of expense
   • Expense Category
   • Job Number
   • Customer Name
   • Purchased From
   • Amount
   • Employee to be reimbursed
4. View in the browser (html) or export to Excel