Expense questions
The questions below are the ones that come up most often. Each answer links to the page that explains it in full.
Claims and money
Section titled “Claims and money”How do I see what the company still owes its people?
Section titled “How do I see what the company still owes its people?”Filter to Approved in Table View and read the Amount and User columns. Approved claims are the ones that have been agreed but not yet reimbursed — moving them to Paid as the money goes out keeps that list honest. See approving and paying an expense.
A claim is wrong. Do I delete it or reject it?
Section titled “A claim is wrong. Do I delete it or reject it?”Reject it if it was a genuine claim you are turning down — the claim stays on the record with its history, and the person who made it can see what happened to it. Delete it only when it should never have existed: a duplicate, or one logged against the wrong company. See the expense page.
Can somebody claim without a receipt?
Section titled “Can somebody claim without a receipt?”The claim will save — Expense Name, Date and Amount are the required fields, and the receipt is not one of them. Attached Receipt on the claim then sits empty, which is what anyone approving it will notice. Uploading the photograph at the counter is the habit worth having. See adding an expense.
Somebody is on site with no signal and has just paid for parking
Section titled “Somebody is on site with no signal and has just paid for parking”Log it for them. Add Expense, fill it in, and tick Log expense on behalf of user so the claim is recorded in their name and reimbursed to them rather than to you. See adding an expense.
Jobs, clients and invoices
Section titled “Jobs, clients and invoices”The claim is not on the client’s invoice
Section titled “The claim is not on the client’s invoice”An expense claim does not go on the invoice by itself — it is money your side spent, and it is settled with the person who spent it.
To charge the client for something bought for the job, put it on the job’s Item / Invoice tab as a line and tick Mark as expense, which carries the cost through to the invoice. See expenses on jobs and clients.
A fieldworker bought a camera on site. What is the right way to record it?
Section titled “A fieldworker bought a camera on site. What is the right way to record it?”Add it to the job as an item line and tick Mark as expense — in the app, Report it as an expense and request reimbursement. The client is charged for it on the invoice, and the claim goes through Open, Approved and Paid so the worker gets their money back. See expenses on jobs and clients.
The job’s profit looks worse than I expected
Section titled “The job’s profit looks worse than I expected”Claims linked to the job are counted against it. Open the job’s Expenses tab to see which, then the Expenses line in estimated profit to see the total coming off.
Where do I put a cost that belongs to no job?
Section titled “Where do I put a cost that belongs to no job?”Leave Link to on None. The claim is recorded as a general company cost and stays out of every job’s profit figure. See adding an expense.
Sorting and finding
Section titled “Sorting and finding”The category I need is not in the list
Section titled “The category I need is not in the list”Use Add New Category next to the dropdown on the claim form — it creates the category and files the claim under it in one go. The same works for groups. See expense categories and groups.
How do I get one fieldworker’s claims for the month?
Section titled “How do I get one fieldworker’s claims for the month?”Table View, filter to that User and the dates you want. The Amount column sorts, so the biggest claims come to the top.