If your client has agreed for you to bill them for an expense in Worksome, then please follow our easy step-by-step guide below on how to submit this!

There are 2 ways you can submit your expense report to your client.
It can either be attached within a bill you are submitting for time worked.
Or, you can submit the expense in a stand-alone bill on it's own. Find the steps below:

Step 1) Create a new Expense Report
Step 2) Complete the Expense Details
Step 3) Submitting your Expense Report to your Client
Step 4) Tracking your Expense Payment


Step 1) Create a new Expense Report

Click on your Billing Menu in Worksome, and you'll find "Expense Reports":

Select "Create New":

Here, you'll just need to fill in a few details about your expense!
A title, a small description, and select the job your expense is relating to:

Step 2) Complete the Expense Details

Now, we'll need some more information about the expense itself.

You'll need to fill in:
- The Vendor (i.e. where the expense was purchased from)
- The Expense Date (i.e. when did you incur the expense)

- The Amount (i.e. the cost of your expense)

Note: The platform will tell you whether to include VAT in your amount or not: this is based on whether you are registered for VAT in your business entity settings. If you are registered for VAT, you will be asked to submit your expenses excluding VAT (as our platform automatically later adds VAT at time of payment for you). If you are not registered for VAT, you will be asked to submit your expenses including VAT.)


And finally, you'll need to attach a File, via the 'add file' button:
- This would normally be your 'receipt' or proof of the expense. If you don't have anything, we suggest to first check that your client is okay with this before you submit your expense. As it could be declined by your client if you don't attach required proof of the cost.


When you've filled in all required fields, hit Save:

You'll now see as below, you have created your pending expense report (note, this is not yet submitted to your client at this stage, so you can make edits or changes via the pencil icon).


You can also add multiple expenses to the same expense report.
If the expenses are relating to the same event or project, just select "add expense". Then repeat the fields we outlined above for the additional expenses.


Step 3) Submitting your Expense Report to your Client

Once you have saved all the details about your expense, this now needs to be submitted in a bill to your client.

There are 2 ways you can submit the expense to your client.
1) It can be attached to a bill you are submitting for time worked.

Or,

2) You can submit the expense in a stand-alone bill on it's own.

To submit your expense in a bill - hit Create bill on the applicable job:

Now this part's important!

If you are billing for the expenses only:

Please leave the number of days/hours/budget etc, completely blank (this field is only for billing for time worked i.e. your rate).

If you are billing your client for time worked alongside the expense:

Fill in your billing dates & no. of days worked as usual. Don't add/include any monetary amount for the expense itself here (this will be added on the bill automatically when you attach your expense report in the next step).

To attach your expense report to the bill, hit "ADD EXPENSE REPORTS" as highlighted above.

You'll have a drop-down list of any pending expense reports you have created as per Step 1 & 2 in this guide. Select the expense:

You can double check your bill amount (the expense amount will automatically add itself to your bill total). And if you're all good to go, send the bill:


Step 4) Tracking your Expense Payment

You will be able to track your expenses status both in your Expense Reports page or by following the bill status in your Bills Page.

Wondering how long it takes for you to be paid for the expense? It will follow the same payment terms as any other bills on your job. You can find the timeline on this, on your contract 💸
You can find more information in this guide:



Any Questions?

If you still have any queries about submitting expenses, just get in touch with Worksome Support by hitting the chat button, or emailing us on hello@worksome.com - we're here to help!

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