Introduction

Managing employee expenses is a crucial aspect of business operations. Whether it's for reimbursing gas receipts or tracking meal expenses during business trips, having a streamlined process can save time and reduce errors. In this article, we'll guide you through setting up and using the expenses feature in your management software, ensuring that your company can efficiently handle reimbursements.


Step 1: Enable the Expenses Feature

  • To begin, navigate Settings and go to the 'Plan' tab. 
  • Go to 'Features' section. 
  • Look for an 'Expenses' checkbox and make sure it's enabled. This action activates additional functionalities in the 'Time Sheet' tab, particularly concerning expense types.




Step 2: Define Expense Types

With the expenses feature activated, you can now define expense types that are relevant to your company's needs. This customization allows for better categorization and tracking of different kinds of expenses. You might have standard types like 'Travel', 'Meals', or 'Supplies'. Setting these up is straightforward and can be done according to your company's specific requirements.

  • Go to Settings
  • Navigate to Timesheet tab
  • Create new expenses under "Expense Types"



Step 3: Enter Expenses in the Time and Materials Tab

After setting up your expense types, proceed to the 'Time and Materials' tab within Work Order. If you've already logged labor and time, you can now add expenses. For instance, you can record a meal expense by selecting the appropriate type, setting the date, entering the amount, and adding any pertinent notes to provide context for the expense.

  • Open Work Order
  • Go to T & M tab
  • Enter Expense




Step 4: Attach Supporting Documents

A valuable feature of the expenses tool is the ability to attach supporting documents, such as receipts or invoices. When entering an expense, look for the option to 'Add' and upload the relevant document. This attachment ensures that there is a verifiable record linked to each expense, which is essential for transparency and auditing purposes.

  • Click on "Add" button to add attachments




Step 5: Review Expenses in the Time Sheet

Once expenses are entered, they will appear in the 'Expenses' tab of the 'Time Sheet'. This section provides an overview of all recorded expenses, and it's also a place where additional expenses can be entered as needed. When reviewing the time sheet, you'll notice that expenses are highlighted, making it easy to identify and examine them.


  • Go to Timesheet
  • Click on the timesheet to Open



  • Click on Expense tab: This section provides an overview of all recorded expenses, and it's also a place where additional expenses can be entered as needed. When reviewing the time sheet, you'll notice that expenses are highlighted, making it easy to identify and examine them. 




Step 6: Print and Email Time Sheets with Expenses

For record-keeping or reimbursement purposes, you may need to print out time sheets. The expenses feature ensures that when you print a time sheet, it includes both the time logged and the expenses incurred. Additionally, if your system is set up to email time sheets upon submission, the expense details will be included in these emails as well.




Conclusion

The expenses feature in your management software is designed to simplify the process of tracking and reimbursing employee expenses. By following these steps, you can ensure that your company manages expenses effectively, with a clear record of each transaction. If you encounter any issues or have questions, don't hesitate to use the feedback option or contact the support team for assistance support@jobboxsoft.com


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