Expenses on Worksome

A guide to submitting your expenses on Worksome in 4 steps

Tobias Dilling avatar
Written by Tobias Dilling
Updated over a week ago

If your client has agreed that you are reimbursed for expenses in Worksome, then follow our easy step-by-step guide below on how to do this.


There are 2 ways you can submit your expense report to your client.
It can either be attached within a payment request you are submitting for time worked.
Or, you can submit the expense in a stand-alone payment request 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 "Expense Reports" under Payments


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 payment request.

There are 2 ways you can submit the expense to your client.
1) It can be attached to an existing payment request for which you are you submitting time worked, or

2) You can submit the expense in a stand-alone payment request.

To submit your expense in a payment request, select Request payment on the applicable job:


Now, this part is important...

If you are requesting payment for the expenses only:

Please leave the number hours/budget etc, completely blank (these fields are only for your actual time worked i.e. your rate) but fill in the "From" and "To" dates to cover the period for the expenses.

If you are requesting payment for time worked including an expense:

Fill in your billing to and from period as well as the number of days / hours worked. Don't add/include any monetary amount for the expense itself here (this will be added on the payment request automatically when you attach your expense).


To attach your expense report to the payment request, select "Add Expense".

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 amount (the expense amount will automatically add itself to your payment request total). And if you're all good to go, send the payment request:


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 payment request status in your Payment Requests Page.

Wondering how long it takes for you to be paid for the expense? It will follow the same payment terms as any other payment requests 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, get in touch with Worksome Support via live chat, or emailing us at hello@worksome.com.

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