Expenses

Use expenses to record a staff claim, optionally linked to a project stage. Submitting a claim and billing the expense to a client are separate actions.

Submit a claim

1. Click Add Expense.
2. Enter the expense date, amount and description. The amount must be greater than zero.
3. Select the appropriate project stage if the expense belongs to project work.
4. Save the claim.

Use a description that explains the cost to the person reviewing it. Users with Pending Expense Claim enabled receive an in-app notification when signed in. When they are signed out, PlanMan queues an email to their saved email address.

Review a claim

Open Finances > Expenses. Access to this list requires permission to view expenses. Click an expense date to open the record, then check the claimant, amount, description and associated project.

The available statuses are Open, Approved and Declined. Entering a valid date in Approved sets the status to Approved when you click Update Expense. To record another status without an approval date, leave that date blank and choose the status. Expense authorisation and deletion should be handled by staff with the relevant permission. The delete control requires permission to authorise expenses.

Bill a project expense

An uninvoiced expense linked to a completed project stage can be selected separately on the project's Invoices tab. It can be billed with stage fees or on an expense-only invoice. A stage's Non-fee earning setting does not prevent its separate expenses being billed.

The invoice selection is not an approval report, so check claims before selecting them. An expense already on an invoice cannot be deleted using the expense form. Expenses belonging to archived projects are locked against changes.

See Invoices for creating and checking the invoice.