Expense Management add-on
Snap the receipt. Approve in a click. Done.
Employees submit expenses from their phone in seconds. Managers approve from the dashboard, every cost is linked to a project and customer, and accounting gets one clean report - no paper, no spreadsheets.
New expense
Expense type
Waiting for your action
- JMJason MillerTaxi to airport · $32.50📎 receipt.jpg
- STSophia TurnerSoftware subscription · $49.00📎 invoice.pdf
New expenses arrive here with the receipt attached.
How it works
From receipt to report in three steps
- 1
Snap and submit
Take a photo of the receipt in the app, or upload an image or PDF on the web. Add the amount, type and project.
- 2
Manager reviews
The receipt, amount and type are on the dashboard. Approve, or decline with a comment.
- 3
Report to accounting
Export one Excel report of approved expenses - by employee, project or period.
Approvals
Expenses wait right on the manager's dashboard
Together with time off and time edits - each with its file attached and an Actions menu to approve or decline.
Receipt attached
Open the photo or PDF before you approve.
One click
Approve or decline from the Actions menu.
Comments
Ask for a clearer photo or explain a decline.
On the go
Managers can review expenses in the app too.
Expense types & projects
Every cost in the right place
Set up expense types that match your accounting - travel, meals, fuel, software and more. Link each expense to a project and a customer, so you see what a project really costs and bill customers correctly.
- Your own expense types, set by the admin
- Project and customer on every expense
- Attachments - photos, images and PDF invoices
Illustration with sample data
Expenses list & report
One list for finance, one click to Excel
Filter by submit date, status or whether a receipt is attached, then export the expense report for accounting.
| Date | File | Expense | Employee | Amount | Project | Customer | Status |
|---|---|---|---|---|---|---|---|
| 06 Oct | 📎 | Client lunch | Emily Carter | $84.20 | Client onboarding | Northwind Retail | Approved |
| 05 Oct | 📎 | Taxi to airport | Jason Miller | $32.50 | Release 4.2 | - | Waiting for approval |
| 03 Oct | 📎 | Fuel | David Thompson | $61.80 | Site inspections | Harbor Clinic | Approved |
| 02 Oct | Team dinner | Michael Reed | $212.00 | - | - | Declined | |
| 01 Oct | 📎 | Software subscription | Sophia Turner | $49.00 | Internal | - | Approved |
Illustration with sample data
Illustration with sample data
Mileage
Travel distance, reported at clock-out
For field teams, the app can ask for the distance traveled when the employee clocks out. The total appears in the Detailed Attendance report - ready for mileage payments.
Report travel in the app →Add-on
Expense Management, priced per user
Add it to any TimeClock 365 plan - employees, managers and accounting all work in the same account as attendance and payroll.
Frequently asked questions
How do employees submit an expense?
In the mobile app, they take a photo of the receipt, enter the amount, choose the expense type and the project, and send it for approval. On the web they can upload an image or a PDF invoice instead.
How do managers approve expenses?
New expenses wait on the manager's dashboard under "Waiting for your action", with the receipt attached. The manager checks the receipt, the amount and the expense type, then approves or declines - with a comment if something is missing.
Can I define my own expense types?
Yes. Admins set up expense types - for example travel, meals, fuel or software - so every expense is categorized the way your accounting needs it.
Can expenses be linked to projects and customers?
Yes. Each expense can be linked to a project and a customer, so you can see project costs and bill customers accurately.
How do I get expenses to accounting?
Filter the expenses list by date, status or attachments and export an Excel report of all expenses - per employee, project or period.
Is Expense Management included in every plan?
Expense Management is an add-on priced per user. See the pricing page for details, or try it in the 14-day free trial.
Say goodbye to shoeboxes of receipts
Start a 14-day free trial - no credit card, no setup fee.