New personal expense

Introduction

You and your employees can create personal expenses, which the employee has paid on behalf of the company, e.g. with personal credit card or a company card. Expenses paid by the employee are reimbursed with the salary, and it can be an advantage to use a salary integration together with TimeLog.

Description

The expenses forms the basis of the internal settlement of the employee’s expenses, and they may be invoiced to customers as expenses on projects.

Creating a new expense

In the filter, you can search for Customer, Project, Project contract or Expense type. Once you start entering characters in the fields, the search is limited and you see the results right away. If you select a customer first, the project options are limited. If you first select a project, the customer is filled out automatically when you save the expense.

If you have coordinator rights, you can select an employee to the right, for whom you would like to add the expense. The rights are set up in the system administration -> Employees -> User roles and rights management and are added to the employee card afterwards.

Entering information from the receipt

You can select a Supplier from the list, enter a Date and the Amount incl. VAT. If you have enabled multiple currencies in the system administration, you can select the currency next to the amount. The default selection is the currency your TimeLog system is set up to use, and you can change currency, date and rate by clicking it.

The VAT is calculated based on the settings you have made on your expense types in the system administration -> Time and expense registrations -> Expense types. If the number is wrong, you can edit it in the field.

In Payment method, you enter which method you used to pay for the expense. The available options depend in the setup in the system administration -> Time and expense registrations -> Payment methods. The payment method controls, if the employee is reimbursed for the expense.

You may enter a Comment for the expense with additional explanatory information. The comment is used when invoicing the customer.

If it is enabled in the system administration -> Projects -> Project invoicing, you here have the option to mark the expense as Billable or not.

You have three options to save your expense:

• Save: Saves and closes your expense and forwards you to the expense report submission page
• Save and new: Saves your expense and starts a new for the same project, which you have just selected

Add PDF files/pictures of your receipt to the expense

You have two options to add files to your expense.

• You can click the upload icon to search for files on your computer. You can mark one or more files and upload them at the same time
• You can make drag & drop of files from a folder on your computer and drag them directly into the browser. Once you drop the files, they are automatically added to the expense

You can add as many files as you like.

If you add a wrong file, you can delete it by hovering over the file, clicking the three dots and selecting Delete.

Remember to click one of the Save buttons to save the files to the expense.

Special remarks

You can also add pictures with our TimeLog Mobile app. You can read more about our app and download options on our website.