Expense Tracking App – Clockify™ 


Topics: Expense, Category, Receipt, Invoice, Billable

Transcript Excerpt

We’ll go over how to track expenses like mileage, meals, day rates, and more. To use expenses, first activate them in the workspace settings, then they’ll appear in the sidebar for each user to record. To create a new expense, go to the expenses page and click add expense. First, select the date when the expense occurred, then choose the project under which we want to file the expense, and finally choose the category. You can categorise expenses by transportation, meals, day rate, and more, as well as create your own categories, which we’ll go over later. Expenses can be recorded by some or by unit, for example, if you choose meals, you’ll record meals.

If you choose transportation, you’ll have to write the distance travelled in miles, which is the unit for this category. For example, let’s say we travelled 100 miles and added a note trip to New York. When we create the expense, the unit will be multiplied by this category’s units’ price, and we’ll get the amount. The project’s billable status is inherited, but you can always override it. We’ll classify this one as non-billable because we don’t want to invoice it, and we’ll also attach a receipt for accounting purposes. Simply pick the file, whether it an image or a pdf, add it, and save the expense. You can also enter expenses and attach receipts using a mobile app and add the receipt by taking a photo of it directly via the phone camera now the expense is added, and you can see it in your list, and you can open the receipt by clicking on the attachment. You can change or eliminate a cost if you made a mistake. Expenses with a unit will display the unit, and the amount will be computed automatically to adjust the unit price and manage categories. For example, if we wish to monitor overtime as a separate project expense, we may establish a new category called overtime with a unit price of $100 per hour. Once you add a new category, it will appear here and become available when recording expenses. By clicking here, you can update the category or archive it if you no longer use it. Once archived, a category is no longer available in establishing expenses, but it has no effect on current expenses.

You can also delete an archived category to completely remove it, but existing expenses will become uncategorized in that case. Each user can see and record their own expenses, but admins can see and edit other people’s expenses by switching to their expense list. Admins can edit other people’s expenses and add new expenses for them by clicking add and then selecting them in the user drop down. Team managers, on the other hand, can see expenses of their team members by switching to their expense list. You can also invoice and export expenses. For more information, see our other reporting and invoicing tutorials.


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