Clients & Profits X

Users with access to expenses can see and approve employee daily expense reports from the Expense Reports window

The Expense Reports lets you find and review daily expense reports entered by the company’s employees. The window lets you see your own expense reports as well as those entered by other staff members. For each daily expense report you’ll see its expense entries, including category, job, task, cost amount, and description.

Expense reports must be approved by management. Any user with the cost access privileges to approve expense reports can approve them, which posts the cost amounts to jobs and tasks and prepare the expense report for reimbursement.

Once an expense report is approved it can be reimbursed. Reimbursing an expense report is handled in one of two ways, depending on whether the employee had an expense advance.

The My Daily Expense Reports window records all of your reimbursable out-of-pocket expenses, like tolls, client lunches, cab fares, or tips. Specific information is entered for each expense, including category, the job number and task, a description, and cost. The category is completely user-defined, and the description for each expense can be as long as needed to explain how the money was spent.

An employee's expense entry can be edited (to fix an error, for example, or to recode the expense differently) by double-clicking on the expense entry. Anyone who has access privileges to expense reports can edit expense entries, regardless of who actually added it.

If you have the access privileges to write checks for employee expense advances and reimbursements, you can reimburse an employee for his or her expense report. Reimbursements are handled in one of two ways, depending on whether the employee got an expense advance or not. If the employee got an advance, the expense report's total is applied against the advance.