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What is a project expense?

Need to know how much a project cost? Have variable invoicing based on team member? Use the expense feature within your projects to have your team members submit expenses and invoices.

Go to your project, and click on More, then Billing.

What is a project expense?

Click on Pending at the top so you can see users who are automatically able to generate invoices. Any user that is included in a “User” field will automatically appear in your Pending tab.

What is a project expense?

Users can click to the right of their name on the checkbox. A pop up will appear for the user to submit a project expense.

What is a project expense?

The image above shows a user that does NOT have a pay grade configured. To configure a paygrade for a user, go to Admin > Billing, and click on User. Type in the name of the user that you wish to assign a pay grade to.

Your options are:

  • Salary
  • Project Type
  • Custom User Pay Grades

For this example, we’ll use Custom User Pay Grades, which allows you to assign predetermined values for a specific type of project that you’ve negotiated in advance with a team member.

What is a project expense?

Save your settings, and click over to the next tab in Billing called Workspaces.

Select the module and workspace, and select the team admins who can approve/reject invoices.

What is a project expense?

Once you’ve clicked ok, go back to your invoice.

The pop up will now give you the option to select the payment type and the person that will be notified to approve the submitted expense.

What is a project expense?

Next, you’ll need to go to the “Invoiced” tab, where you will see the expenses that have been submitted.

What is a project expense?

Notice that the total is still $0, because this expense has not been approved so it’s not included in the project cost.

The workflow admin will then need to approve by simply clicking on “Approve” or “Reject”.

What is a project expense?

Once approved, the amount will be added to the total project cost.

What is a project expense?

Finally, the user needs to submit their invoice to be paid.

To do so, they need to go to Admin > Invoices, and click on the “Ready to Pay” tab.

What is a project expense?

Select the articles that you wish to invoice for, and click on “Invoice”. You’ll see a pop up where you can submit your details for the invoice.

What is a project expense?

Once you click on OK, the invoice will be submitted for payment to the Company Billing Admin.

What is a project expense?

Once paid, the Company Billing Admin will mark it as paid and archive it to the “Paid” tab.

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