ClickTime's Mobile Application will allow you to enter your expenses, create expense sheets, attach expenses to expense sheets, and submit expense sheets for approval. You can download our Mobile Application here:
Google Play Store - Android Devices
App Store - iPhones
Please note that you will need to have the optional Expenses Module enabled on your account in order to enter expenses. You will also need to have an Expense Sheet Approver set on your Person Details page before you can submit your Expenses for review (more details here).
Creating an Expense Sheet
Tracking Expense Items
- Adding an Expense to an Existing Expense Sheet
- Unattached Expenses (Expense Items Not Saved to an Expense Sheet)
- Converting Expense Amounts from a Foreign Currency
- Photo Receipts
Reviewing and Submitting Expense Sheets
Offline Mode & Troubleshooting Steps
ClickTime's Expense Module has two components:
- 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.
- Expense Items are the specific Expenses that you want to track. Each Expense you incur must be tracked as a single Expense Item.
When tracking Expenses via the Mobile Application, ClickTime will allow you to first create the Expense Item without a corresponding Expense Sheet. Expenses not associated with an expense sheet are known as "unattached" expenses, which are covered in more detail here.
To create an Expense Sheet, go to the main menu and tap the "+" sign next to Expense Sheets:
You can choose the default name, or rename the Expense Sheet if you'd like. You can also enter an optional tracking ID, as well as an optional description. Then tap "Create New Expense Sheet".
You'll see confirmation that a new Sheet was created, and then will be brought to your list of Expense Sheets:
Read on to learn how to add an Expense Item to an existing Expense Sheet, as well as how to create an Expense Item without a Sheet.
Adding Expenses is very straight forward - there are two different ways to add an Expense Item:
These sections go over additional options available for each Expense Item
Adding an Expense to an Existing Expense Sheet
If you've already created the Expense Sheet as explained above, go to view the Expense Sheets:
and tap the name of the Expense Sheet to view it.
Then tap the "+" icon at the top
and that will open the "Enter New Expense Item" screen:
You can then start adding information about the expense. The following fields are all required:
- Date - Today's date will show as a default, but you can change this at any point by clicking the "edit" pencil icon:
- Type - This will be auto-filled if you've selected a default Expense Type, but you can choose a different type by tapping the "arrow" icon
Please check with your supervisor if you are not sure which Expense Type to use.
- Payment Type - This will be auto-filled if you've selected a default Payment Type, but you can choose a different option by tapping the "arrow" icon. Please check with your supervisor if you are not sure which Payment option to use.
- Expense Amount - the amount of the expense in your local currency. You can also convert your expenses from another currency into your local currency, which is explained in this section of the guide.
Below this you will see the option to add a receipt. This is encouraged and may be required by your organization. Please see this section for assistance on the three different methods to attach an image to your expense.
Below is the Description field where you can enter additional information about the expense. This field is limited to 50 characters.
The "Project Details" section can be used to link the Expense to a specific Project. Tap the Project Field and choose the appropriate Project from the menu.
You can also check the "Bill to Project" box if the Expense is not just associated with a Project, but should also be billed to the Client/Project. Then tap Continue to return to the Expense entry screen.
Tapping "Save Expense Item" will save the Expense Item. See here for information on submitting the Expense Sheet when it is complete.
Creating an "Unattached" Expense
If you want to add Expenses now, and associate them with an Expense Item later, you can tap the "+" icon from the "Unattached Expenses" section of the main menu:
More information about how to add the Expense Details can be found above.
Please note: Before you will be able to submit the Expenses for review, they must be associated with an Expense Sheet. To attach the expenses, first tap "Unattached Expenses" to view them
Then check the boxes next to the Expenses you want to attach, and tap "Attach to Expense Sheet"
If the Expense Sheet has already been created, choose it from the list.
After the expenses have been attached, you'll see a quick confirmation page
and then you will be brought back to the Unattached Expenses screen.
If you need to delete an Expense that has been attached, press the expense and move your finger to the left. This will display a trashcan icon you can tap to delete the Expense Item:
Once all the Expenses are attached to the Expense Sheet, follow these instructions to submit the Expense Sheet for review.
Please be aware that "unattached" expenses are stored locally on your device, and will only appear in the ClickTime web app once they have been added/uploaded to an Expense Sheet.
Converting Expense Amounts from a Foreign Currency
By default, the system will assume that you have Expenses in your local currency (which is defined for the account from the Company --> Preferences page). As of October 2021, the ClickTime Mobile Application can also accept Expenses that were incurred in a different currency and will convert the amounts for you.
Enter the details for the Expense the same way you typically would, but then click the "Currency" option to convert the amount:
On the next page, find the currency the Expense was paid in and select it:
This will return you to the entry page and you will see the Expense has been converted into your local currency:
Please Note: In order to attach receipts to your Expenses, you must give the ClickTime Mobile Application permission to access your Camera and Photo Gallery. You should be asked this the first time you try to use the camera or gallery with your phone. If you are having difficulty, please check the app permissions and make sure it can communicate with your Camera and Photo Gallery.
There are three methods to attach an image to an Expense:
- Creating an Expense With Your Phone's Camera
- Taking a Picture of Your Receipt When Entering the Expense
- Adding an Existing Picture From Your Photo Gallery to the Expense Item
Creating an Expense With Your Phone's Camera
Please Note: In order to save your images to the ClickTime Mobile Application, you must give ClickTime permission to access your camera and gallery. You should be prompted to allow this the first time you attempt to take a picture.
ClickTime allows you to create an Expense Item directly from your camera. To do so, click either the “Photo” button at the bottom of the Unattached Expenses page
or the “camera” icon in the sidebar menu.
Your camera app will open and you can take a picture of the receipt.
After taking a photo, you can either tap "OK" to save it, or to "Retry".
Once you've accepted the image, you will be brought to the Expense Item form with the photo you've taken set as the receipt.
Taking a Picture of Your Receipt When Entering the Expense
You can also take the picture while entering the Expense. To do so, tap the "Photo" icon from the Expense Item entry page:
Take the photo and then tap "OK" to confirm you'd like to save this image.
To delete a receipt that is attached to an image, simply tap the image and then use the trashcan icon in the top right to remove it.
Please note: Images you have taken with the ClickTime Mobile Application will be saved to your Gallery so you can access them later.
Adding an Existing Picture From Your Photo Gallery to the Expense Item
If you have already taken the picture of the receipt and it is saved to your Photo Gallery, you can attach it to an Expense Item using the "Gallery" icon on the entry page:
Then find the image in your gallery and tap it:
This will attach the image to the Expense Item. Finish filling in the details and then tap "Save Expense Sheet" to save.
Please Note: You will be able to attach .pdf files when adding Expense Items on www.clicktime.com. At this time the Mobile Application will only allow you to attach images to Expense Items (specifically, we support: PNG, BMP, JPG, GIF or PDF image formats with a maximum size of 2MB)
Reviewing and Submitting Expense Sheets
When all of your Expenses have been logged for the Sheet, you can review and submit it to your Expense Sheet Approver for review. First, go to view your Expense Sheets from the main menu.
This will display your Expense Sheets. Expense Sheets that have not been submitted (or have been rejected) will be in the "Open" tab. You can tap the Expense Sheet to see all the associated Items before submitting:
If you need to edit it before submitting, tap the name of the Expense. Make your changes and update.
You can also submit directly from this screen.
On the next screen, you'll see the name of your Approver and the option to enter a note with your submission:
Tap "Submit" in the top right corner to notify your Expense Sheet Approver that your Expense Sheet is ready for review.
You'll see confirmation that your Expense Sheet has been submitted. ClickTime will send an email to your Approver letting them know the Expense Sheet is ready for review.
The Expense Sheet will then move into the "Pending" section and indicate when it was submitted as well as any notes you added:
If your Expense Sheet is rejected, it will move back to the "Open" section and you will see the notes your approver added to indicate why it was rejected:
If your Expense Sheet is approved, it will move to the "Approved" section and you will see any notes your approver added when they approved it.
You can also check here to see if the Expense Sheet has been paid or not.
If your Expense is rejected, you'll be notified via email, and the Expense Sheet will move back to the "Open" section with any notes from your Approver.
Please note: At this time, the Mobile Application will only allow you to submit your Expense Sheet. Expense Sheets must be approved by logging into ClickTime.com on the web.
Offline Mode & Troubleshooting Steps
For best results, we recommend using the ClickTime Mobile Application when your device is connected to wifi as much as possible. However we recognize that you may not always have a wifi (or data) connection - you will still be able to enter and save Expense Items on your phone.
However, please be aware that an Unattached Expense Item will be stored locally on your device until it is associated with an Expense Sheet. This means that if you were to uninstall the application, or install it on another device, those Unattached Expense Items will not be available any more. Please make sure you have uploaded your Unattached Expense Items before uninstalling the application or using a new device.
When Offline, you will not be able to:
- Create a new Expense Sheet
- Add an Expense Item to an Expense Sheet
- Submit your Expense Sheet
Please feel free to contact ClickTime Support if you have questions about this or anything else.
If you are ever having issues with the Mobile Application, please try the following:
- Go to the "Settings" screen and tap "Refresh Data" to refresh your data connection
- Log out of the application and log back in.
- Restarting your phone can reset your data connection and resolve issues with the network
- If needed, uninstalling the application and re-installing it should address any lingering issues. As mentioned above, uninstalling the application when you have Unattached Expense Items will delete those Expenses. If possible, please make sure to attach Expense Items to an Expense Sheet before uninstalling the application.
Please feel free to contact ClickTime Support if you have questions or are experiencing issues of any nature and we will be happy to help.
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