Recording expenses

An expense is money spent on a project: a train ticket, a hotel night, the kilometres you drove to a client. It sits alongside your hours rather than inside them, and it can be put on the client's invoice as its own line.

Expenses appears in the sidebar under Timesheets once the Expenses module is enabled for your company. The page shows one month at a time, with arrows to move between months, the entry form at the top, your entries for the month below, and a spending summary broken down by type on the right.

Add an expense

1. Set the Date. It defaults to today.
2. Pick a Project. The list holds the projects you are assigned to, so if one is missing, ask to be added to it.
3. Pick a Type. Types are set up for the whole company, see expense types and costs.
4. Write a note if the amount needs explaining. This travels onto the invoice line, so it is worth filling in.
5. Enter the figure in the last box and select Add expense.

What that figure means depends on the type you picked, and the label beside the box tells you which. If it shows your company's currency symbol, type the money you spent. If it shows a unit such as km, type the number of units and the running Total beside it does the multiplication at the type's rate.

The page lists your own entries only, so this is where each person keeps their own expenses. An employee can change or delete only their own. To see what the whole team has booked, use the expense report.

Billable and non-billable

There is no billable switch on an expense. Whether one can reach an invoice comes down to its rate:

• A type with no unit always carries a rate, so the amount you typed is the amount that can be billed.
• A type with a unit but no price set has a rate of zero. Its expenses are recorded, counted and reported, but they are never turned into an invoice line.

So the way to track something purely for internal reporting is a unit-based type with the price left empty. Everything else is a matter of what you choose to put on the invoice.

How an expense reaches an invoice

Expenses are not invoiced on their own. They are picked up while you build a client invoice, which asks Which expenses do you want to invoice? with three answers:

• All uninvoiced expenses takes everything not yet billed on the projects the invoice covers, whatever its date.
• Select a period limits it to a period or a custom date range.
• Do not include expenses leaves them for later.

Each expense that qualifies becomes its own invoice line carrying the date, the project, the person, the expense type, your note, the quantity and the rate. Expenses with a zero rate are left out. Once billed, an expense is marked as invoiced and will not be picked up again.

Deleting an invoice releases its expenses. They go back to uninvoiced and become available to the next invoice, so a mistaken invoice is not something you have to unpick by hand.

Whether tax applies to expense lines is a company decision, not a per-expense one: Apply tax to expenses under the invoice settings decides whether the expense part of an invoice is taxed along with the rest. See invoice settings and numbering.

Finding expenses again

The Expense report, under Reports, is the view across everybody. Filter by client, project, expense type, user and period, group by date, client, project, user or expense type, and tick Uninvoiced only to see what has not been billed on. Export to offers CSV and XLSX.

Administrators get one more control there. Mark as flips everything in the current result to invoiced or back to uninvoiced in one go, which is how you account for expenses billed outside Temponia without creating an invoice for them.

The company dashboard carries an UNINVOICED EXPENSES figure that links straight into that report with the right filters applied.

What is not stored

An expense holds a date, a project, a type, an amount, and a note. There is no receipt upload and no approval step: expenses are not part of the timesheet approval workflow, which covers time only. If you need receipts kept, keep them wherever your finance process already keeps them and reference them in the note.