Expenses
Overview
Section titled “Overview”The expenses module lets team members submit receipts and expense claims for approval. Every expense is linked to an event for accurate cost tracking.
Submitting an Expense
Section titled “Submitting an Expense”- Open an event and go to Expenses, or go to Finance → Expenses
- Click New Expense
- Enter:
- Description — What the expense was for
- Amount — How much was spent
- Category — Travel, meals, supplies, equipment, etc.
- Date — When the expense occurred
- Receipt — Upload a photo or PDF of the receipt
- Submit for approval
Approval Workflow
Section titled “Approval Workflow”| Status | Meaning |
|---|---|
| Submitted | Waiting for manager review |
| Approved | Approved — will be included in event costs |
| Rejected | Not approved — submitter is notified with a reason |
| Reimbursed | Payment has been made to the submitter |
Approval routing is based on your organization’s role hierarchy. Typically, project managers approve crew expenses, and finance approves manager expenses.
Expense Reports
Section titled “Expense Reports”View expense summaries by:
- Event
- Team member
- Category
- Date range
These reports feed directly into the budget builder’s “actual” column for real-time budget tracking.