Expenses

How to Submit an Expense

Step 1: Login

Log into your account (See Logging In – How to Log Into Your Account for more details).

Step 2: Open Expenses

Open the Expenses tab.

1. Search For – enter a keyword and/or a Start/End date to search for an existing expense. This feature is useful if you have aot of records.
2. Expenses – displays a list of all your expenses.
3. Mileage – displays a list all of your mileage expenses.
4. Export Expenses – allows you to export expenses and/or mileage expenses to Excel.

Step 3: Add Expense

Click the Add Expense button.

Step 4: Create Expense

Enter your expense details into the Add / Edit Expenses form.

1. Date – enter the date on your expense receipt or the date the expense was incurred.
2. Category – choose type of expense from the dropdown menu.
3. Paid By – choose who paid for the expense, company or individual.
4. Bank Account – this will default to main current account. Change to other account if applicable, such as credit card.
5. Provide a description of what the expense was.
6. Client – you will be able to attach an expense to an invoice if it is client billable. If your client does not appear in the list, please see Clients & Projects – How to Add a Client to learn how to add them to the portal).
7. Gross amount – Add the value of the expense.

Step 5: Save Expense

Click the Save Line button under the Options column to save your details.

Step 6: Expense Added

The expense will appear in the Existing expenses table to confirm it has been successfully added to the portal.

1. Copy – click this link to duplicate and edit the expense.

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How to Submit a Mileage Expense

Step 1: Login

Log into your account (See Logging In – How to Log Into Your Account for more details).

Step 2: Open Expenses

Open the Expenses tab.

Step 3: Add Mileage

Click the Add Mileage button.

Step 4: Create Mileage

Enter your mileage expense details into the Add / Edit Mileages form.

1. Date – enter the date on your expense receipt or the date the expense was incurred.
2. Provide a description.
3. Client – you will be able to attach an expense to an invoice if it is client billable. If your client does not appear in the list, please see Clients & Projects – How to Add a Client to learn how to add them to the portal).
4. Project – select the project the expense is associated with, if available.
5. Paid by – select the person claiming the mileage so that the portal can calculate each person’s mileage.
6. Journey Start / End – use the From and To fields to specify the journey distance (i.e. postcodes or text that describe the start and end destinations, for example, from home to IBM offices).
7. By – select your mode of transport using the dropdown list.
8. No. of Miles – mileage for single journey. Please enter the return journey separately, if applicable.

Step 5: Save Mileage

Click the Save Line button under the Options column to save your details.

Step 6: Mileage Expense Added

The mileage expense will appear in the Edit existing journey table to confirm it has been successfully added to the portal.

1. Copy – click this link to duplicate and edit the expense
2. Delete – click this link to delete the expense

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