An Expense Report can contain multiple expenses. An expense identifies the category (meals, lodging, transportation, mileage, etc.), costs, and additional information that occur within a specific time period—usually monthly—called an Expense Report.

To add expenses to an existing expense report:

1. Click Expense reports > Expense reports from the main menu
2. Find the Expense report to which you want to add the new expense using the search bar at the top
3. Click the employee’s name

To create expenses not linked to an expense report

1. Click Expense rreports > Expenses from the main menu

Then

1. Click the New button > Expense > the window loads the categories, Reasons of type “expense”
2. Click the category
3. Fill in the form with the required data
4. Click Save, the expense will be saved with the status Draft.

The form contains the following fields:

• Reason: Type of expense, preselected at creation
• Expense report: click Browse to search for the expense report to associate the expense with
• Employee: click Browse to search for the employee to associate with the expense; the expense’s employee must be the same as the one on the expense report
• Start date: expense start date
• End date: expense end date
• Contract: the contract the expense is linked to
• Client: the internal company the expense is linked to
• Payment type: e.g., Credit card, Wire transfer, Cash, Corporate credit card (Non-refundable), etc.
• Currency: e.g., EUR, USD, JPY, etc.
• Total spent: total amount spent by the employee
• Total refundable: total amount refundable by the company
• Receipt: attachment field (e.g., receipt, invoice, etc.)

Tip: instead of filling the form manually, you can create an expense by uploading the receipt directly and letting the AI pre-fill the main fields — see Create expenses from receipts with AI.

*Fields specific to Mileage-type expenses

• Calculated km: not editable; calculated as the sum of the Kilometeres of the itineraries.

For mileage expenses, you must add the trip itinerary (only after creating the expense).

1. Click the New button in the expense form, Itinerary section
2. Fill in the form with the required data
3. Click Save, the itinerary will be linked to the expense
4. The expense fields Total spent and Total refundable will be calculated from the Reimbursement rate of the selected vehicle and the Kilometeres of the itinerary

Itinerary Form:

• Vehicle: the Vehicle used by the employee on the route
• Reimbursement rate: the vehicle’s reimbursement percentage
• Departure: starting point
• Arrival: end point
• Kilometeres: kilometeres travelled
• Total refund: not editable; calculated from the vehicle’s Reimbursement rate and the itinerary Kilometeres