Expenses explained

When a job is finished the expense status for Crew will automatically be PENDING.


No Claim

If Crew have no expenses to claim they need to go in the app and select NO EXPENSES TO CLAIM.  This will then give them a status of NO CLAIM on your report.

Claiming Expenses

If they have expenses to claim Crew have 30 days from the end of the job to do this.  They need to input details for the expense and upload a receipt.  A detailed look at how crew do this is in this Making an Expense Claim article. 

Once Crew have submitted expenses their status will be SUBMITTED in the Crew App and REVIEW in the Admin Approvals page. 

This will remain until Admin have approved them or disputed them.  If approved in full the status will then be APPROVED

How to approve and dispute expenses:

If you dispute the expenses - perhaps they have gone over allocated budget or you did not allow for expenses at all - you can either approve all, approve a certain amount, or reject all expenses.

Example of Approve all

Expenses to REVIEW will be on the Approvals page

1. Click REVIEW to open the timesheet on the right hand side.

2. Select REVIEW in Expenses section of timesheet.

Here admin can view the receipt attached to the expense claim by clicking on the file icon. Admin then has the option to Approve up to £10 (as this was the pre-set expense budget), Approve the whole £20, or Reject all.  If no budget is set you Admin can still Approve up to, Approve All, or Reject All.

3. Select APPROVE £20 (or full amount)

All expenses status for Crew and Admin will now be APPROVED.  There is also an audit trail in ACTIVITY that keeps track of dialogue and claims.  

Example of Approve X amount

You may only want to approve an amount of expenses claimed - perhaps Crew went over budget, or claimed for expense you do not allow for. 

1. Go to Approvals page, select the expenses you wish to Review

2. Select REVIEW in the expenses section of the timesheet on right hand side

In this example Crew have submitted two expenses.  There was no budget set for expenses on this job so the APPROVE UP TO amount is £0 as it is always set to the expense budget.  Admin can approve £0, reject all, or approve the full amount of £35.

Or, Admin can approve only one of the receipts by un-ticking the box next to the claims.

3. Select APPROVE X Amount (the reviewed amount)

This will then have a APPROVED status for both Admin and Crew, with an audit trail in ACTIVITY.  Crew do not need to approve this as there was no budget for expenses.

Example of rejected expenses

1. Go to Approvals page, select the expenses you wish to Review

2. Select REVIEW in the expenses section of the timesheet on right hand side

3. Select REJECT ALL

4. Status is now APPROVED

APPROVED for Admin and Crew, with Audit trail in ACTIVITY