Team members should enter their expenses daily to keep project metrics current. To access the Expenses screen, click on Time and Expenses in the sidebar and click the Expenses tab.
Add an Expense
Pick a project from the Project drop-down menu of an empty row with the appropriate date. This drop down menu will be populated with Active projects which have been added to your favorites, if Filter Favorite is checked. Next, select a Project Expense from the following cell.
Fill it Out
The next fields describe your expense.
Enter a description for the expense in the Description column. This description will be used on the Service Report and in the Time/Expense Reports.
If you select a mileage expense type, the unit and unit price will be completed for you based on the values configured in the Admin Settings. The Tax Included checkbox indicates if the expense entered includes the Tax Rate. If the amount entered does include tax, check this box and the pre-tax amount will be calculated for you.
Enter the Quantity of the item purchase or expense incurred. If the expense has a fixed rate, enter the rate in the rate column. Otherwise, enter the value of the expense in the rate field.
The amount of the expense (e.g. $) will be displayed in the Unit column.
Enter Receipt Information
If the taxes on your receipt differ from the default, you can change Tax1 and Tax2.
Specify if the expense is reimbursable to the team member by checking the Reimburse Employee checkbox. Project expenses that the team member did not pay for themselves should not be marked as Reimbursable.
Next, specify if the expense is billable to the client by checking the Billable checkbox. If this box is not checked, the expense will not be included in the Budget or applied toward an invoice.
Upload your receipts with the Upload button. You may include multiple files per expense.
To enter another time entry for the same date, click the [+] symbol on the far-right side of the row which will add another row below for the same date.
Base Mileage Expenses, Tax Rates, and Currencies are configured in the Admin Settings.