Enter and Submit Expenses

ClickTime’s Expenses Module enables employees to record, categorize, and submit business expenses for review and approval. Expense Sheets act as folders that group together individual Expense Items (lodging, airfare, meals, mileage, etc.).

🚨 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.

Creating Expense Sheets

1. Navigate to Personal → My Expenses.
   
2. Click + New Expense Sheet.
   
3. Complete the required fields:
   • Title (e.g., "June Expenses")
   • Date (defaults to today)
4. Optional: Add a Tracking ID or Description.
5. Click Save. A confirmation message will appear, and the New Expense Item panel will open.
   

Adding Expense Items

Expense Items represent the individual expenses that make up your Expense Sheet.

• Open an Expense Sheet and click + Add Expense Item.
• Complete the required fields:
  • Expense Type – choose from your organization’s list (e.g., Lodging, Meals, Mileage).
  • Amount – enter the expense amount. If “Mileage” is selected, the Rate and Mileage fields will calculate the total automatically.
  • Payment – select how the expense was paid (e.g., Cash, Visa, Company Card).
• Optional fields may include:
  • Receipt – upload a file (PNG, BMP, JPG, GIF, or PDF, max 2MB).
  • Description/Comment – add notes if required by your company.
  • Bill to Project/Client – assign the expense if applicable.
• Save your entry using:
  • Save and Add Next (to add more items)
  • Save (to finish)
    

Submitting Expense Sheets for Approval

Once all Expense Items have been added:

1. Go to My Expenses.
2. Select the Expense Sheet(s) you want to submit.
3. Click Submit for Approval.
   
4. (Optional) Add a comment for your approver or use the Email CC field to notify others.
5. Click Submit.
   

Your approver will receive both an email and a dashboard notification to review the Expense Sheet.

Statuses of Expense Sheets

• Open – Draft state, editable by you.
• Waiting for Approval – Submitted, locked until action is taken.
• Approved – Reviewed and approved, locked against edits.
• Approved & Paid – Fully processed, marked as paid.
• Rejected – Returned by your approver; can be edited and resubmitted.

Note: Employees can manage whether they receive email notifications for Expense Sheet updates, including when a sheet is marked Approved & Paid, through their own personal notification settings. This preference is controlled at the user level and cannot be turned on or off for them by an administrator.

Note: Rejected expense sheets can be opened from My Expenses, where you can review any approver comments, make corrections, and resubmit.

Use the tiles and filters on the My Expenses page to view Expense Sheets by status.

Unsubmitting or Editing

• Unsubmit: If your Expense Sheet is “Waiting for Approval,” use Undo Submission to reopen it.
• Rejected Sheets: Can always be edited and resubmitted.
• Editing Items: Expand a sheet, click the pencil icon next to an item, update details, and click Update.

Summary

Expense Sheets keep your expenses organized and make it simple to submit them for approval. Create a sheet, add items, attach receipts, and submit when ready. If your sheet is rejected, simply edit and resubmit.

By following this workflow, you’ll ensure all expenses are properly tracked, categorized, and reimbursed according to your organization’s policies.