Expenses Overview

The ClickTime Expenses Module is an add-on feature (not included in standard plans) that allows organizations to track, submit, review, and approve expenses. With this module, employees can log expenses, while managers and administrators gain tools to review, approve, and report on expenses at the organizational level.

👉 For pricing or to add the Expenses Module to your account, please contact ClickTime Support (support@clicktime.com).

Key Features of the Expenses Module

• Expense Sheets & Items – Employees group individual expenses into expense sheets for submission and approval.
• Expense Types – Categorize expenses (e.g., Lodging, Meals, Mileage) for consistency and reporting.
• Payment Types – Track how expenses were paid (e.g., Cash, Credit Card, Check).
• Approvals – Managers and Administrators can review, approve, or reject submitted expense sheets.
• Overrides – Administrators and managers with permissions can correct expense entries or submit on behalf of employees.
• Reports & Exports – Run prebuilt or customizable reports to analyze spending, reimbursements, or mileage.

Expenses Workflow

1. Create Expense Sheet – Employees create a sheet to group their expense items.
2. Add Expense Items – Each item records details such as type, payment method, project, amount, and receipts.
3. Submit for Approval – Expense Sheets are submitted to the designated Expense Approver.
4. Review & Approve – Approvers review, approve, or reject sheets. Notifications are sent automatically.
5. Mark Paid – Once approved, administrators (or managers with "Mark expenses as paid" permissions) can mark expense sheets as paid for reimbursement tracking. Does not apply to expenses in 'open' or 'waiting for approval' status - meaning they must be reviewed/approved first.
6. Reporting – Run reports or exports for expense analysis and accounting purposes.

Related Articles

• Creating and Managing Expense Types
• Creating and Managing Payment Types
• Submitting Expense Sheets and Items
• Reviewing and Approving Expense Sheets
• Expense Reports and Exports

Closing Summary

The Expenses Module in ClickTime gives your organization a clear, consistent way to capture and manage expenses. From defining expense categories to approving and reimbursing costs, the module supports both employee workflows and organizational reporting needs. By combining expense tracking with ClickTime’s time management tools, your company can improve visibility, accuracy, and accountability across all projects.