ClickTime offers a Mobile Application for both iPhone and Android devices. You must have an active ClickTime account and have logged in via https://login.clicktime.com at least once in order to be able to use the application.
This article will cover tracking expenses via the Mobile Application. For assistance with using Expenses when logged into clicktime.com, please see the Expenses Overview Guide or the Using Expenses Guide.
Please note that Mobile Application was not designed to track Expenses that were created in a foreign currency. If you upload an Expense Item from the Mobile Application that was charged in a foreign currency, you will need to edit it later from https://clicktime.com in order to convert it to your default currency (more details here).
If you have not already, you will need to download and install the Mobile Application from the iTunes or Google Play store. You can then log in using the same email/password combination you use to access ClickTime via the web.
ClickTime's Expense Module has two components:
Expense Items are the specific Expenses that you want to track. Each Expense you incur must be tracked as a single Expense Item.
Expense Sheets are used to keep track similar Expense Items. Often this is for a time period, or all work that was logged to the same Client/Project.
When tracking Expenses on the web, ClickTime requires that you first create an Expense Sheet, and then add Expense Items to that Sheet.
When tracking Expenses via the Mobile Application, ClickTime will allow you to first create the Expense Item without a corresponding Expense Sheet (covered here). The saved Expense Items will be stored in your phone's memory until they are uploaded to the appropriate Expense Sheet (which we cover in this section of the article).
You can, however, also add an Expense Item directly to an existing Expense Sheet. Please see this section of the guide for more details.
Please read on for detailed instructions regarding using the Expenses options on your mobile phone.
To create an Expense Item from a receipt, tap "Add Expense Receipt" from the main menu of the Mobile Application:
This will load your phone's camera so you can take a picture of the receipt. The Application will then prompt you to tap "OK" if the image is acceptable, or to instead "Retry".
If you already have a picture (or will not be uploading a receipt), please instead tap "Unsaved Expense Items" and go to this section of the guide for instructions on creating an Expense Item without first taking a picture.
Please Note: The Mobile Application will only be able to upload images. PDF or TXT files will need to be uploaded by logging into clicktime.com.
Next you will be brought to the Add Expense screen. You must enter the following information about each Expense Item:
Date: This is the date of the Expense
Type: Choose the Type of Expense this is. If you are not sure what to choose, please ask your supervisor
Amt: This is the amount of the Expense. (Please be aware that if your expense is in a different currency than your default currency you must upload the expense in your default currency. You can then edit the Expense later when logged into clicktime.com - see here for more details)
Payment: This is the payment method you used to pay the Expense. If you are not sure what to choose, please ask your supervisor
Next is the section for Optional Information, which includes:
Receipt: This is the picture you have taken of the Receipt
Project: ClickTime allows you to enter expenses associated with your Projects (only the Projects you can log hours to will be available for expenses)
Bill to Project: In addition to associating the Expense with a Project, you can also add the Expense Amount to your Client Invoice report
Description: This is where you can enter any additional information about the Expense
After entering all the relevant fields, you can then tap Done to save the Expense to your phone. If you have made a mistake or want to start over, tap Cancel.
If you miss any required fields, the app will flag them, and remind you to complete them before saving the Expense Item.
You'll then be brought to the Expenses to Upload screen. As a best practice, we recommend uploading Expenses soon after they are created for best results.
If you do have unsubmitted expenses, you can also access the Expenses to Upload screen using the "Unsaved Expense Items" option from the main menu, though again, we do recommend uploading Expenses soon after you create them for best results.
When you tap the Receipt option, you will be asked if you wish to upload an image from your Camera, or from your phone's Library:
To learn how to upload an Expense Item to an Expense Sheet, please continue reading.
From the Expenses to Upload screen, tap the Upload option:
Then select the Expenses you'd like to upload. The "Upload" bar at the bottom will calculate the total amount of Expenses to be included in the upload.
Next you'll be asked to select the Expense Sheet for your Expense Item(s). You can choose any "Open" Expense Sheets that exist in your account already (see here for assistance with creating an Expense Sheet when logged into clicktime.com), or choose to "create new sheet":
If you choose to "create new sheet," a new Expense Sheet will be created in your account. The default name for the Expense Sheet is "Mobile Expense Sheet" with the date of the Upload. You can edit this title within the Mobile Application:
You also have the option to enter a Tracking ID for the Expense Sheet if your organization uses those fields for internal purposes, as well as a Description of the Expense Sheet.
Tap Save and you'll be brought back to the Save to Sheet screen, which allows you to confirm which Expense Sheet you'd like the new Expense Items to be associated with. If all looks well, tap "Save".
ClickTime will then create the Expense Sheet and upload the associated Expense Items. You'll then be brought back to the Expenses to Upload page (which will be empty if you uploaded all of your Expense Items).
You can continue creating and uploading Expenses as needed. When you are ready to submit the Expense Sheet for approval, you can do so with the Mobile Application, as explained in the next section of this article.
If you'd prefer to submit the Expense Sheet when logged into clicktime.com, please see this guide.
ClickTime will also allow you to upload an Expense Item directly to an Existing Expense Sheet. To do so, first click on "Expense Sheets" to see a list of your current Expense Sheets.
Then either tap on the Expense Sheet you want to add an Expense Item to, or tap the "+" icon at the bottom to create a new Expense Sheet.
(You will only be able to add Expense Items to open/rejected Expense Sheets)
When tapping into the Expense Sheet, you will see all associated Expense Items. Tap the "+" icon at the bottom to open the Add Expense screen.
Next, fill in the Date, Type, Amount, and Payment fields. You can also add a Receipt, bill to a Project, and add a Description (more details on filling out the Expense Item fields can be found above). Tap "Done" when you are finished.
If you have a good data connection, the Expense Item will be automatically uploaded to the web.
You can also force this by using the "Refresh Data" option on the Settings screen.
You can view all of your Expense Sheets by tapping Expense Sheets from the main menu of the Mobile Application.
This will include all Expense Sheets - those that have already been submitted will display as locked with an orange "lock" icon, and those that are approved will display as locked with a green lock icon:
To look at the details for an Expense Sheet, tap the name of the Expense Sheet. If the Expense Sheet is "Open", you'll see several options:
You can also tap the name of any Expense Item to view the details of that Item.
If you tap the "trash" icon, you'll be asked to confirm that you want to delete the Sheet. Deleting an Expense Sheet via the Mobile Application cannot be undone.
If you choose to Submit you'll be asked to confirm that you wish to submit the Expense Sheet to your Approver. Tapping yes will automatically submit the Expense Sheet, at which point your Expense Sheet Approver will receive an email alert about the Expense Sheet.
Please be aware that your Expense Sheet Approver must log into clicktime.com in order to review and Approve (or Reject) the Expense Sheet. The current version of the Mobile Application is not designed to review, approve, or reject Expense Sheets.
If your Expense Sheet is rejected, you will receive an email letting you know. The email will likely contain comments from your Approver asking you to make any necessary changes or edits before it can be approved. You can opt into receiving updates that your Expense Sheet is Approved and/or Paid from your My Preferences page (more details here).
- If for any reason your Expense Items did not upload to your Expense Sheet, please go to the Notifications page of the Mobile Application and tap "Retry All"
- ClickTime will not process duplicate Expense Items within the same upload. This means if you are uploading multiple Expense Items with the same date and description you will want to make sure the "Description" field is different. Otherwise, some uploads may be rejected, and will need to be re-entered/uploaded. If you have concerns your Expense Item was rejected as a duplicate, please contact ClickTime Support who can verify if an Item was considered a duplicated.
- If you are not seeing the appropriate Expense Types or Projects in your lists, please try the following troubleshooting steps:
- Go to the Settings page and tap "Refresh Data"
- Log out and/or force-close the application and log in again
- Restarting the phone may resolve any lingering issues. We do not recommend uninstalling/reinstalling the application as that will likely delete any Expense Items that are only saved to your phone
Please also note the following best practices and known limitation of using our Mobile Application to log Expenses:
- We recommend regularly uploading Expense Items to Expense Sheets. Attempting to upload several Expense Items simultaneous could create issues
- Expense Sheets will display the 75 most recent Expense Items for each Expense Sheet. If you need to view more than 75 Expense Items, please log into clicktime.com, or use more than one Expense Sheet