The Expenses module allows your organization to track, submit, and approve expenses for all the Projects you work on. This guide will cover using Expenses on the Web. Instructions for tracking Expenses via the Mobile Application can be found here.
To create an Expense Sheet, first go to the Personal --> Expense Sheets page:
Click on "Add Expense Sheet" in the upper right corner to get started.
This will bring you to the New Expense Sheet page. An Expense Sheet acts as a "folder" for Expense Items, which are the individual expenses you have incurred.
Fill in the expense sheet title (e.g. "October Expenses"), expense sheet date (autofilled to the current date), and tracking ID if necessary. You can also check the box to enable entry of foreign currency expenses if necessary.
You can also include a description of the Expense Sheet.
When you have filled out all the fields, click "Save." The next page will let you enter an Expense Item to your Expense Sheet.
Once you have created an Expense Sheet, you can then open that sheet from the Expense Sheets page by clicking on the pencil icon:
Then click "Add Expense Item" to track each individual Expense:
This will open up the Add Expense Item page:
When adding an Expense Item, you must fill in the date and type of expense. The drop-down menu of expense types covers most categories of expense items.
If you select "Mileage" from the dropdown, you will be able to enter the Mileage in the next field but not the amount, as the amount is calculated automatically based on the mileage rate set up by your ClickTime administrator. Every other expense type allows you to enter the Amount.
If this Expense Sheet is set to "enable entry of foreign currency expenses," you can choose the local currency and have ClickTime convert the amount into your local currency.
You will then select the Payment Method and enter a Description of the expense item. You can also add Notes/Attendees to your expense item.
Next, you can assign this Expense Item to a specific Project and bill that expense to the Project, if applicable. You will only be able to assign an Expense Item to a Project or Client you have access to (more information on Project Availability can be found in this guide). You can also choose whether the cost for this Expense should be passed on to the Client and included in your Invoices:
The Project drop-down here will display the Client Short Name, then Project Number, then Project name.
You can also upload an image of the receipt for the Expense Item by clicking on "Attach Receipt." Once you have uploaded a receipt, you can also delete the receipt or view the receipt. The maximum file size for a receipt is 2MB, and you can upload files in PNG, BMP, JPG, GIF, TIFF, or PDF format.
Please Note: When uploading a receipt in the PDF format, any data added via the "markup" function in Adobe will not be included. Our system is not intended to display any text/notes added through "markup" - we apologize for any inconvenience.
Once you have filled in all of the Expense Item information, you can click "Save and Add Next" if you have more expense items to add, "Save" if you are done entering expense items, or "Cancel" if you wish to cancel.
Clicking "Save and Add Next" will bring you to an empty version of the same page so you can add another expense item. The items you have already saved will appear in a list below the form.
Clicking "Save" will bring you back to the Expense Sheet, where you will see the list of Expense Items in that Expense Sheet.
Clicking "Cancel" will bring you back to the Expense Sheet, where you will see the list of saved Expense Items in that Expense Sheet.
If your organization has the Expense Approvals module enabled, you may need to submit your Expense Sheet for review and approval.
If you are configured to submit Expense Sheets for approval, you will see a button marked "Submit For Approval" in the upper right corner of the page displaying your Expense Sheet.
You can also submit multiple Expense Sheets at once from the My Expense Sheets page by checking the Expense Sheets you wish to submit for approval, selecting "submit selected expense sheets," and clicking "go."
This will bring you to the Submitting Expense Sheet for Approval page.
Here, you will see who your Expense Approver is. They will receive a notification to review your Expense Sheet after you click "submit." You can enter an optional comment, directed to the Approver.
You can also opt to receive email notifications when the Expense Sheet has been Approved and/or Paid.
Once you are ready, click "submit." You will arrive at a page confirming that your Expense Sheet has been submitted for approval. Click "ok" and you will return to the Expense Sheet.
If you return to the My Expense Sheets page, you will see the list of all your Expense Sheets with their Approval Statuses.
- Open indicates that this is an Expense Sheet that has not yet been submitted. You can edit an open Expense Sheet.
- Waiting for Approval indicates that this Expense Sheet has been submitted for approval but that the approver has not approved or declined the Expense Sheet. This Expense Sheet is locked and cannot be edited.
- Approved indicates that the Expense Sheet has been approved by your approver, but not yet paid. This Expense Sheet is locked and cannot be edited.
- Approved & Paid indicates that the Expense Sheet has been approved and paid, and is completed. This Expense Sheet is locked and cannot be edited.
- Rejected indicates that the Expense Sheet was rejected by your approver. You can edit and resubmit a rejected expense sheet.
You can always filter your list of Expense Sheets by status by selecting from the dropdown menu in the upper right corner of the My Expense Sheets page.
If you submit an Expense Sheet for approval and then need to make edits, change the filter to find those Expense Sheets that are "Waiting for Approval". Check the box next to the Expense Sheet and then use the drop-down option at the top to "unsubmit selected expense sheets" and click "go".
This will return the Expense Sheet to an "Open" status and additional edits can be made.
The Expense Approver can also choose to reject the Expense Sheet so it is an editable "rejected" status. More information on rejecting Expense Sheets can be found here.
If you realize you need to make a change to an existing Expense Sheet or Expense Item, you can do so as long as the Expense Sheet is "open" or "rejected". Please see above for more information on how to unsubmit an Expense Sheet.
Your Expense Sheet Approver can also "reject" the Expense Sheet to allow additional edits. More information on rejecting Expense Sheets can be found here.
To edit an Expense Sheet, go to the Expense Sheets page and click any of the text, or the "edit" pencil icon to view the Expense Sheet as a whole.
Then click "Edit Expense Sheet Details" to make changes to the Expense Sheet:
After you've made your changes, click "Save" at the top or bottom of the page.
To edit a specific Expense Item, click any of the text fields for that Expense Item:
After making your changes you can click "Save" at the top or bottom of the page.