Expenses · Finance
Photographed on the phone at the counter, forwarded from the inbox, or brought in by the card transaction. Three ways in, one expense record, with the photo on it.
Photographed on the phone at the counter, forwarded from the inbox, or brought in by the card transaction. Three ways in, one expense record, with the photo on it.
What an expense is attached to, what makes it billable, what a rule approves and what a person approves are yours to set.
A trip is a line with a distance and a rate, and the distance comes from the visit that was already on the calendar. A day away is a per diem at the rate you set for that country. Neither needs a receipt, both need to land on the job.
A company card line becomes an expense on its own; the person only adds the photo, and the lines still missing one are listed by name.
Expenses are grouped into a claim the way your people submit them, and the claim is what gets approved, reimbursed and booked.
The policy is a rule on the expense, not a PDF nobody opens: the amount, the category, the receipt, and who gets the exceptions.
Mileage from the intervention, per diem by the day
A trip is a line with a distance and a rate, and the distance comes from the visit that was already on the calendar. A day away is a per diem at the rate you set for that country. Neither needs a receipt, both need to land on the job.
What adapts: what an expense is attached to (a project, an intervention, a vehicle), what makes it billable and at what mark-up, which categories and limits the rule reads, who approves the exceptions, and where the amount lands. Two businesses can run Expenses and disagree on every one of those.
Every train, hotel and lunch is attached to the client's project, billable by default, re-billed at cost plus the agreed percentage on the project's next invoice, approved by the project lead when it passes the limit. The number the project lead watches is the month's expenses not yet on an invoice.
Fuel and parts are paid with the card, attached to the van and to the intervention, never billed, approved by a rule because fuel on a company card needs no one, and they land on the vehicle's cost and the intervention's cost. Own-car trips are mileage at the rate the company set.
The photo says a brasserie in Antwerp, 16 September, €48.60. The calendar says Karim was on the Atelier Nord site survey in Antwerp that day. So the expense is proposed complete: amount, date, VAT, category, and the project it was most likely for, with the source of each written next to it. Karim confirms it, or changes one field, instead of typing the receipt into a form.
What an expense is attached to, what makes it billable, what a rule approves and what a person approves are yours to set.
See Accounting.
The books. Every approved expense is an entry with its VAT, its account and its analytic dimension the moment it is approved, and the reimbursement run leaves the bank account matched to the claim it settles.See Project.
The project's cost. Expenses sit beside hours on the project's cost, so the margin on the showroom refit includes the lunches and the train tickets, not only the days.See Fleet.
The vehicle. Fuel, tolls and parts attached to a van are the van's cost for the month, read per kilometre next to its maintenance.The card is used at 12:41 and the phone says so, with one button: add the receipt. The photo is taken at the counter, the expense is read before the coffee is finished, and the project is already suggested from the day's calendar. Nothing is kept in a wallet for the end of the month.
The month's claims: who has submitted, what a rule cleared, what waits for a person, what is reimbursed, and how much is billable but not yet on an invoice.
A receipt photographed on the phone
The expense attached to the project or the vehicle
Approval by a rule, then a person
Re-billed on the client's invoice
Mileage from the visit on the calendar
Booked with its VAT and reimbursed
Time to live
| What you need | A spreadsheet | An expense tool | A suite module | Enobase |
|---|---|---|---|---|
| A receipt photographed on the phone | No | Yes | Yes | Yes, and read into the record |
| The expense attached to the project or the vehicle | A column | A tag | Yes | Yes, with its cost on the project and on the van |
| Approval by a rule, then a person | By email | Yes | Yes | Yes, with the reason it stopped |
| Re-billed on the client's invoice | Copied | Exported | Yes, in their invoicing | Yes, at cost or cost plus, on the project's invoice |
| Mileage from the visit on the calendar | Typed in | Typed in | Rarely | Yes, from the intervention |
| Booked with its VAT and reimbursed | By hand | Exported | Yes | Yes, with the reimbursement run |
| Time to live | A day | A day | Months | One week |
Yes. On its own it is a receipt, a claim and an approval. Turn Project on and the expense lands on a cost; turn Invoicing on and a billable one lands on a line; turn Accounting on and it is booked with its VAT.
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