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Expense Tracker

The Expense Tracker is used to enter and track expenses such as Non-Reimbursable, Reimbursable, Overhead, Parking, Mileage, etc…

  • Access to the Expense Tracker is controlled by Rights.
  • This guide will show all Expense Rights enabled.
  • Refer to the 'Expenses' tab in the Rights Manager or User Manager to enable these Rights as appropriate.
  • All Approved Reimbursable Expenses will be sent to Paylocity each week on Wednesday at 12:00 noon.
  • All Approved Non-Reimbursable Expenses will be sent to QuickBooks in an Expense PO.

Expense Tracker is located in the sidebar menu.

'My Expenses' will show all your unpaid Expenses.
To view paid expenses, click 'View My Paid Expenses' at the bottom of the list.

To add a new expense, click the 'Add Expense' button in the upper right corner.

Select Reimbursable for purchases made with your own money and are expecting the company to reimburse you for the expense.
Next, select one of the following options:

Parking

  • Select the Job or Work Order where the cost should be charged.
  • Select the Vehicle Type (Company or Personal Vehicle).
  • Enter a Description of the expense.
  • Enter the Total $ Amount - Must Include Taxes!
  • Enter the Expense Date - the date the expense took place, should match the date on the receipt.
  • Choose File - upload receipt.
  • Click 'Submit'.

Non-Parking - all Non-Parking expenses.

  • Select the Job or Work Order where the cost should be charged. If 'Overhead' is selected, choose the GL expense code to charge the expense to.
  • Enter a Description of the expense.
  • Enter the Total $ Amount - Must Include Taxes!
  • Enter the Expense Date - the date the expense took place, should match the date on the receipt.
  • Choose File - upload receipt.
  • Click 'Submit'.

Mileage - To record mileage or if you receive a car allowance.

  • Enter the Expense Date - this should be the last day of the previous month for car allowance.
  • Choose File - upload receipt.
  • Click 'Submit'.

Select Non-Reimbursable for purchases made using a company credit card or purchased from a vendor on a company account.

  • Select the Vendor. If the Vendor does not exist in the system, reach out to your accounting team.
  • If a company credit card was used, the Vendor will be the name of the credit card company.
  • Select Parking or Non-Parking.
  • Enter a Description of the expense.
  • If Parking, select the Vehicle Type (Company or Personal Vehicle).
  • Enter the Total $ Amount - Must Include Taxes!
  • Enter the Expense Date - the date the expense took place, should match the date on the receipt.
  • Choose File - upload receipt.
  • Click 'Submit'.

Approving Expenses

Reimbursable Expenses

  • Approved individually, or click the 'Approve All' button at the top of the list to approve them all at once.
  • Clicking the 'Send to Paylocity' button will open a modal to enter the batch information, then send all of the approved expenses.
  • Overhead and Mileage Reimbursable Expenses are not applied as cost to any Job or Work Order.

Non-Reimbursable Expenses

  • Filter by Date Range, Department, User, and Vendor.

Non-Reimbursable Expenses are approved individually.

  • Click the Actions menu to Approve, Edit, or Delete an expense.
  • Once approved, the expense line gets a checkbox.
  • Checking one or more boxes enables the 'Add to PO' button.

Select one or more checkboxes. Click the 'Add to PO' button.

Complete the form by clicking Will Call or entering an address, then click 'Submit'.
An Expense PO is generated and sent to QuickBooks.

To view the PO, click 'Expense POs in the left side menu.
Open the Actions Menu and click 'View' to view the PO.