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How to Submit an Expense Report: A Step-by-Step Guide
How to Submit an Expense Report: A Step-by-Step Guide
Mara Ghencea avatar
Written by Mara Ghencea
Updated over a month ago

If your client has agreed to reimburse you for an expense, you can easily submit your expense report in Worksome. This guide will walk you through the process step by step.

What are the Ways to Submit an Expense Report?

You can submit your expense report in two ways:

  1. Attach it to a Payment Request for time worked.

  2. Submit it as a stand-alone Payment Request.

1. Create a New Expense Report

To start, go to the Payments section and click on Expense Reports.

Expenses reports section on the main right side menu. It is nested under the bigger section 'Payments'

Next, select Create New and fill in the following details:

  • Title: A brief name for your expense.

  • Description: A short explanation of the expense.

  • Job: Select the job the expense is related to.

Pop-up of the create expense report which includes three section that need to be filled out. The first one is the title section - you can enter a descriptive name so that you know which job you attribute the expenses to. The second one is the Description which you use to fill out the details of the expense report. The last section is the Job - this is a dropdown where you can choose the Job that you want to link the expenses to. All of the sections of the report are mandatory to filled in. You can see that by the * attached next to the title of the section.

Note: You need to have an active job to which you can link the Expense Report.

2. Complete the Expense Details

Now, add specific details about the expense:

  • Vendor: The name of the provider where the expense was made.

  • Expense Date: When the expense occurred.

  • Amount: The total cost of the expense.

  • Files: Attach a receipt or proof of the expense by clicking 'Choose files'. If you don’t have a receipt, confirm with your client before submitting it, as the expense could be declined without the necessary documentation.

This is the create expense pop-up that you are going to see once you create an expense report. The sections on this pop-up include vendor, description, expense date, the amount including VAT and Files upload. Each section is mandatory marked by the * after the title of the section. Vendor and description are tex areas, where you need to introduce text yourself. Expenses date is a calendar format section. Amount included VAT is a number and currency format section. The files upload section is mandatory - you need to provide evidence for your expenses.

Note: The platform will indicate whether to include VAT based on your VAT registration status in your business entity settings.

When everything is filled out, hit Save.

You can now see your pending expense report, which can still be edited using the pencil icon. You can also add multiple expenses to the same report by selecting Add Expense and repeating the process.

Expanded expense report line from the expense reports page. It shows the expsenses added to the report, the total amount and the date when the expense report was created. You also have three icons on the right side that show the option to expand the report, edit it or remove it. Underneath this, you will find the linked expenses where you will be able to see the title, the description, the amount and the date for the expense - all details that have been filled out in the previous step.

3. Submit Your Expense Report to the Client

Once your expense report is saved, it needs to be submitted to the client via a Payment Request. There are two ways to do this:

  1. Attach it to a Payment Request for time worked.

  2. Submit it in a stand-alone Payment Request.

If you are billing for expenses only:

  • Leave the time and budget fields blank, but fill in the From and To dates to cover the expense period.

If you are billing for time worked alongside the expense:

  • Fill in the billing details as usual. Do not include the expense amount manually—this will be automatically added when you attach your expense report.

To submit, click Create Payment Request or Edit an existing Payment Request on the relevant job. Click Add Expense Reports, select your pending expense from the drop-down list, and confirm the total amount before submitting.

Expenses dropdown in the payment request page which display the job-associated expense reports. You could have more than one expense report added to the payment request.

4. Track Your Expense Payment

You can track the status of your expenses in two places:

  1. The Expense Reports page.

  2. The Payment Requests page.

Your expense will follow the same payment terms as any other Payment Request for the job. You can find the payment timeline in your contract.

If you need more details on payment timelines, check out our guide: When will I get paid?💰

Have Questions?

If you have any further questions, feel free to reach out to Worksome Support via chat or email us at hello@worksome.com. We’re here to help!

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