Manage Payment Types

Payment Types in ClickTime provide a way to categorize expenses based on how they were paid — such as Credit Card, Cash, Check, or Company Card. Properly managing Payment Types ensures consistency in reporting and can help determine whether expenses are reimbursable.

⚠️ 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 a Payment Type

1. Go to Company → Expenses.
2. Select Payment Types.
   
3. Click Add Payment Type in the upper-right corner.
   
4. Enter the required details:
   • Name – A unique name for the payment method (e.g., Visa, Corporate Card, Cash).
   • Reimbursable – Choose whether expenses with this payment type should be reimbursed to the employee.
   • Status – Set to Active so employees can select this payment type.
   • Description (optional) – Notes or guidance for staff.
   • Accounting Package Payment Type ID (optional) – Use if syncing with an external accounting system.
5. Click Save to finalize.
   

Payment Type Properties

Each Payment Type includes the following fields:

• Name: Required, must be unique.
• Reimbursable: Determines whether this payment type is reimbursable to the employee.
• Status: Active types appear in dropdown menus; inactive ones remain in history but cannot be used for new entries.
• Description: Optional notes, up to 2,000 characters.
• Accounting Package Payment Type ID: Optional, for organizations syncing with external accounting tools.

Editing a Payment Type

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

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

Inactivating a Payment Type

Payment Types cannot be deleted but can be set to Inactive.

• Inactive Payment Types will not appear in employee drop-downs.
• Historical data will remain in reports.

To inactivate:

1. Open the Payment Type list.
2. Edit the Payment Type.
3. Change Status to Inactive and click Save.
   

Best Practices

• Use clear names: e.g., Company Credit Card vs. Credit Card.
• Set reimbursable correctly: Ensure accuracy for employee reimbursements.
• Review regularly: Inactivate unused payment types to keep lists clean.

Summary

Payment Types in ClickTime help standardize how expenses are categorized and whether they are reimbursable. While they cannot be deleted, they can be edited or inactivated to keep your expense management accurate and organized. Keeping Payment Types well-structured ensures smoother reporting, reimbursements, and accounting integrations.