Expense

Overview

The Expense module allows you to track, manage, and approve out-of-pocket expenses incurred by employees. It helps ensure that staff are properly reimbursed for business-related costs while automatically keeping your accounting records accurate by linking expenses to your financial ledgers.

When Do I Use This?

• When an employee returns from a business trip and needs to be reimbursed for meals, flights, or lodging.
• When staff purchase small office supplies using their own money and submit a receipt.
• When the finance or HR team needs to review and approve employee reimbursement claims before paying them out.
• When setting up new categories of company expenses (like "Travel" or "Office Supplies") to track spending trends.

How To Use

1. Creating an Expense Type (Setup)

Before recording expenses, you must define the categories of expenses your company allows.

1. Navigate to the Expense Types section in the HR module.
2. Click + New.
3. Enter a Name for the category (e.g., "Travel Expense").
4. Select the correct financial accounts under Account Revenue and Account Expense to ensure proper bookkeeping.
5. Click Save.

2. Submitting a New Expense

Use this screen when an employee submits an expense claim.

1. Navigate to the Expenses section.
2. Click + New.
3. Select the Job (which identifies the employee making the claim).
4. Choose the Type of expense from the list you created earlier.
5. Enter the exact Amount and the Date the expense occurred.
6. Add any specific details in the Note field (e.g., "Client lunch with ABC Corp").
7. Click Save.

3. Approving an Expense

Expenses must be approved before they are finalized for accounting or reimbursement.

1. Open the expense record you wish to review.
2. Verify the amount, date, and notes.
3. Click Approve. The system will mark the record as approved and record your name and the exact time of approval.

Field Descriptions

Expense Type Form

Expense Claim Form