Expenses

The Expenses page provides a dedicated, expanded view of your logged costs and miles. While the Dashboard offers a quick way to log daily expenses, this page is your primary hub for reviewing historical logs, filtering your data, and submitting your expense reports for approval and reimbursement.

Viewing and Filtering Expenses

At the top of the page, you can select a specific time period to generate a comprehensive summary of the expenses you have incurred during that timeframe.

The core of this page is the Dynamic Expense Table, which gives you granular control over what you are viewing. You can toggle the table to display:

• All Expenses: A combined view of every logged cost and driven mile.
• Transactions: An isolated view of your out-of-pocket purchases.
• Mileage: An isolated view of your logged travel distances.

Team Visibility: Just like the Time page, if you have administrative privileges, you can use the filters at the top to view, manage, and verify expense entries submitted by other team members.

Adding and Managing Expenses

You can add new expenses directly from this page using the same intuitive entry process found on the Dashboard. All expenses must be assigned to a specific Project (including any active change orders) and Line Item.

Expense Types

When adding a new entry, you will choose between two categories:

• Mileage: When you log miles driven, the system automatically calculates and displays the exact dollar amount owed to you based on the company's established reimbursement rate.
• Transactions: When logging out-of-pocket purchases (like materials, meals, or travel costs), you will enter the total cost. Note: All transaction entries require you to upload a valid receipt for verification purposes before they can be fully processed.

Expense Approval Statuses

Similar to your logged hours, every expense entry tracks its current stage in the reimbursement and billing lifecycle. You can quickly check the status of any entry in the table:

• Draft: An expense that has been logged but not yet submitted for review. You can freely edit the details or update the receipt attachment.
• Submitted: An expense that has been sent to management for approval.
• Approved: An expense that has been verified and accepted by a manager or administrator, paving the way for your reimbursement.
• Billed: An expense that has been officially invoiced to the client. Once billed, the entry is locked to preserve financial records.
• Written Off: An expense that was tracked internally but will not be billed to the client.

Expense Submission

Once you have verified that your logged miles and transactions for a given period are accurate and all necessary receipts are attached, you can submit your expenses directly from this page. Submitting transitions your "Draft" entries into the "Submitted" status, moving them forward in the pipeline for managerial approval and reimbursement.