How to Report and Submit an Expense
The Expense Manager allows you to submit work-related costs (like travel, meals, or office supplies) directly through TimeClock365. Once submitted, your manager can review the request and approve it for reimbursement in your next payroll cycle.
1. Submitting via the Mobile App (Recommended)
The mobile app is the fastest way to submit expenses as you can use your camera to capture receipts instantly.
1. Open the App: Navigate to the main menu and select “Expenses.”
2. Add New: Tap the (+) icon to create a new request.
3. Capture Receipt: Tap the camera icon to take a photo of your receipt or upload an image from your gallery.
4. Enter Details: o Amount & Currency: Enter the total spent. o Category: Select the type of expense (e.g., Travel, Meals, Fuel). o Date: Select the date the expense occurred. o Description: Briefly explain the reason (e.g., “Lunch with Client X”).
5. Submit: Tap “Send for Approval.”
2. Submitting via the Web Portal
If you are working from a computer or have digital invoices (PDFs), use the web interface.
1. Navigate: Go to the Expenses tab in your TimeClock365 dashboard.
2. New Entry: Click on “Add Expense.”
3. Upload Attachment: Drag and drop your PDF invoice or image file into the attachment field.
4. Fill Fields: Complete the Category, Project (if applicable), and Total Amount.
5. Save: Click “Submit.”
3. Tracking Your Expense Status
You don’t need to ask your manager for updates; you can track the status directly in the system. Your expenses will be marked with one of the following labels:
• Pending: Your request has been sent and is waiting for manager review.
• Approved: Your manager has verified the expense. It is now queued for reimbursement.
• Declined: The request was rejected. Check the “Comments” section to see if your manager requested more information or a clearer receipt.
4. Pro-Tips for Fast Approval
- Clear Photos: Ensure the date, vendor name, and total amount are clearly visible on the receipt photo.
- Project Linking: If your expense is for a specific client, make sure to select the correct Project so the costs are billed accurately.
- Don’t Lose Receipts: Submit your expense as soon as it happens so you don’t lose the physical receipt!