How to create an expense?

To create an expense go to Purchases ➝ Expenses ➝ Add Expense

Expense creation page includes:
– The Author name or the Expense creator. By default, this is the member who has created the expense. This field is visible only for the Account Owner and Administrators, so, for instance, they can change the Author of an expense, which then will be visible also to the chosen member (author). There is also a ‘Paid by claimant’ box next to it, means this expense will be paid by the author if checked:

– ‘Make Recurring’ box. You can make the expense recurring, read more here
– Expense name
– Notes
– Vendor/supplier. There are two ways to add the vendor on the expense page:
1. Just type the name in the field
2. Add the vendor in Contacts -> Vendor, then choose the name from the dropdown

– Currency – more about it here
– Date
– Category. You can choose one category from the dropdown or create a new one in the tab ‘Expense Categories’ and then select it, more here
– Amount
– Add item – one expense can have more than one item, more here
– Tax. Select the tax from the drop-down or simply add a new tax by using the ‘Add New Tax’ link. Defalut Tax? Read more here.

– ‘Attach to project’ – assign the expense to a client or project, more here.
– ‘Attach file’ – attach a receipt or other billing document
– Admin fee. To add the admin fee, checkmark  ‘Attach to project’ -> ‘Admin fee’. You can add the admin fee as a fixed amount or as a percentage (more here).

How do I update/delete an expense?

To edit an expense go to, Purchases ➝ Expenses ➝ click on the expense name on the grid or click ‘edit’ in the row end menu.
To delete an expense go to Purchases ➝ Expenses ➝ mark checkboxes of needed expense and click ‘Delete’.

… Or choose the same option (‘Delete’) on the row end menu.
Deleted expenses will be moved to the tab ‘Deleted’, however, you are always able to restore deleted items by moving them to the ‘Active’ tab.

You can also mark the expense as paid, or unpaid (when the expense is or isn’t paid by the claimant yet).

More about expenses:

Find out how to create expenses by sending an email from here.
 

If you want to, that “Attach to project” is checked by default, please enable it in the Preference Settings -> Expense:

You will not see this information (attached expenses) on the project page. But you will be able to attach these expenses to the invoice generated from this project.

Your client will pay these additional expenses through the invoice.

Expenses for an internal client project

Are you selling projects to clients? (e.g. in real estate)
Track your expenses on internal projects and add them automatically to the final project invoice.

To do that, follow the simple steps: ‘Expense’ tab ➝ ‘Add Expense’ ➝ mark the checkbox ‘Attach to project’. Select the customer ‘-internal-‘ in order to add the expense to your in-house projects instead of an existing external client.
Then simply choose the exact project that you would like to sell (as in the screenshot below) and finish by pressing ‘Add Expense’. Now, the expense will be added to your project, which then can be invoiced to your client as a whole.

Add several expenses in bulk action

You also can add several expenses to one project with a bulk action. Just go to the expense grid and select several expenses you want to add to a project. Click on top on “Assign to Project”

After you clicked on it, you can choose the client + project and choose if the expenses are billable or not

Now, whenever you create a new expense in zistemo if you enter the expense name which already exists, you can choose it from the drop-down suggestion list and the other fields will be filled automatically (except “Date” and “Amount”).

Now you can control whether your expenses are reimbursed or not.
For example, if staff members covered some business expenses from their own pocket and now are waiting to get a reimbursement from the company.

1. How to make expenses ‘not reimbursed’?

When a staff member creates an expense, he should mark the checkbox ‘Paid by author’ (or you can do it by yourself on the Update Expense page):

After saving this expense, it becomes ‘Not reimbursed’ and you will see it in the Expenses table:

2. How to make expenses ‘Reimbursed’?

When the staff member gets the money back, you can mark it as ‘Reimbursed’ (only if you are an admin or an account owner) by simply clicking on ‘Mark as reimbursed’ in the end menu:

In this way, you will always see which expenses were paid by its authors (creators) and which have been reimbursed or not haven’t been reimbursed yet.

3. Mark several expenses as reimbursed

The fastest way to reimburse a couple of expenses in one step, is to mark several expesens and select “mark as reimbursed”:

When you want to export your expenses than you will receive the data only in the selected currency and not in your base currency.

After your created the the leave type (meal allowances) you can create a travel expense instantly:

The Expense name, category as well the amount is already in the expense. Please go on as you would with any other expense. You can find more infos HERE