Manage Expense Types

Expense Types in ClickTime allow you to categorize and track employee expenses, such as lodging, airfare, meals, or mileage. Properly managing Expense Types ensures consistency across your organization and makes expense reporting easier.

⚠️ Important: The Expenses Module is an add-on feature and not included in standard ClickTime plans. Please contact ClickTime Support (support@clicktime.com) if you’d like to add this module.

Adding an Expense Type

1. Go to Company → Expenses.
2. Click Expense Types.
   
3. Select Add Expense Type in the upper-right corner.
   
4. Enter the required details:
   • Name – A unique description for the expense (e.g., Hotel, Taxi, Meals).
   • Type – Choose Standard or Mileage.
   • Rate (required for Mileage) – The reimbursement rate per mile/kilometer.
   • Status – Set to Active for employees to see this type.
   • Description (optional) – Internal notes or guidance.
5. Click Save to finalize.
   

Expense Type Properties

Each Expense Type includes the following fields:

• Name: The category of expense. Must be unique.
• Type: Standard or Mileage.
  • Mileage Types require a rate per mile/kilometer. EXAMPLE: if intended mileage rate is "72.5 cents", enter as "0.725" in order for expenses to calculate correctly.
  • The mileage unit is set under Company → Preferences → Timesheet and Expense Information.
• Description: Optional notes (up to 2,000 characters).
• Rate: Required for Mileage types. Determines the reimbursement calculation.
• Status: Only Active Expense Types appear in dropdowns for employees.

💡 Tip: If mileage rates change, create a new Expense Type to reflect the updated rate (e.g., Mileage – Effective Jan 2025). Then, use the Override feature to update older entries if needed.

Editing an Expense Type

1. Go to the Expense Type List page.
2. Click the pencil icon next to the Expense Type you want to edit.
   
3. Update any fields and click Save.

Changes apply going forward and do not affect previously entered expenses.

Inactivating an Expense Type

Expense Types cannot be deleted but can be made inactive:

• Inactive Expense Types will not appear in employee drop downs.
• Historical entries remain in reports.

To inactivate:

1. Go to the Expense Type List.
2. Edit the Expense Type.
3. Change Status to Inactive and click Save.
   

Best Practices

• Use clear names: e.g., Client Meals vs. Meals.
• Separate mileage by rate changes: Create new types when rates update.
• Review annually: Inactivate old types to keep drop-downs clean.

Summary

Expense Types form the foundation of ClickTime’s Expenses Module, ensuring all costs are categorized consistently for accurate reporting and reimbursement. Administrators can create, edit, or inactivate types as policies change, while employees benefit from a simplified, standardized expense entry process. Regular reviews and clear naming conventions help keep the system organized and aligned with your company’s expense policies.