Send an expense
On a phone, open Expenses and add one:
- Receipt: snap it with the camera, or pick a photo or PDF, up to 15 MB.
- Amount and What for.
- Job: one on your schedule, another job, or "Not for a job".
- Spent on: today to start, never in the future.
- Send for approval.
Expenses are numbered X-0001, X-0002 and so on. Every default role can send expenses and see their own.
Approve, decline, pay back
An expense is Waiting for approval, Approved, Declined or Paid back. Nothing goes back a step.
- While it waits, the person who sent it (or an approver) can fix it.
- Approve or Decline needs "Approve expenses and see everyone's": VP Operations, the Controller and the Office manager in a new company. A decline needs a reason, which the sender sees.
- If the expense changed while you had it open, approving is refused: look it over again.
- Mark paid back, once the money is handed over, is for approvers and for people who pay bills.
- Nobody approves, declines or marks paid back their own expense.
The cost on the job
Approving an expense for a job adds a cost line to that job ("Reimbursement") at once, even before it is paid back. An expense for a closed job can't be approved. See Job money and margin.