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.
Getting expenses reimbursement takes just two steps in Worksome:
Create an expense report
Attach an expense report to a payment request
Create a New Expense Report
Option A
Go to Expense Reports > click +Create new
or Option B: Go to Contracts> Open a contract> click a plus button in the contract you are invoicing against
Choose any of the options above to start your Expense report.
2. Add
Title (a brief name for your expense)
Description (a short explanation of the expense)
Hire (the contract it relates to)
Payment request (if you have already created a draft of a payment requests)
Vendor: The name of the provider where the expense was made.
Description (optional additional info)
Expense Date: When the expense occurred.
Amount: The total cost of the expense.
Note: The platform will indicate whether to include or exclude VAT based on your VAT registration status in your business entity settings.
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.
3. Click Save. If needed, repeat with Add Expense for multiple expenses in the same report.
Attach an expense report to a payment request
1. Create a new Payment Request, leaving the time and budget fields blank - just fill in the From/To dates to cover the expense period.
2. Select the pending report:
If you click + New Expense Report from an in-progress Payment Request you will fist add an expense report and then need to click Add item to complete the details of the expense:
3. Make sure to confirm the total amount and Submit the Payment Request.
Track Your Expense Payment
You can track the status of your expenses in two places:
The Expense Reports page.
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.
Troubleshooting
Warning message in Expense report"You are not permitted to create expense reports under your current active jobs. We’d suggest you reach out to your client for clarification"
It means please the client needs to enable expenses reports in their company's settings. Please address this with the client.
I added my expenses to Worksome but did not get paid.
Make sure you have submitted an expense report within a payment request.I can not add expenses to my payment request.
You can only add an expense report to a payment request that has not been Approved yet.
I can not select currency to add expenses.
If an expense was charged in a currency other than your contract currency, convert it using the exchange rate from the day of purchase (it is called "spot rate").
For example: if your contract is in GBP but an expense was charged in EUR, convert the EUR amount to GBP using the spot rate from the date of purchase - e.g., if you made the purchase on September 1, use the spot rate for September 1.
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!