How expenses work


Set up expenses

Administrators configure expense settings like expense templates, expense approval paths, and notifications that they then assign to users in their user profiles.

They can also modify system-level settings, like expense codes, and create expense custom fields.

Assign expenses to employees

To allow an employee to use an expense sheet, administrators assign them an expense template in their user profile.

Expense templates define options that apply to the user expense sheets, such as whether projects are available.

Create projects for use in expense sheets

Project managers set up projects and tasks that will be available for project resources to enter expenses against.

Enter and submit expenses

Each employee enters expenses they incurred in their expense sheet, and then they submit it.

Employees can also enter expenses using the Replicon Mobile app the data they enter syncs automatically with the web version.

Approve expense sheets

Once submitted, expenses are sent to each employee’s assigned expense approvers.

Typically, an employee’s supervisor, project manager, or a client representative act as expense approvers.

Approvers view expense sheets, and approve or reject each. If rejected, the employee can correct the item and resubmit it for approval.

Ensure expense sheet data is ready for use

Supervisors and billing, payroll, and cost managers can view the approval status of expense sheets, in the application or in reports, to confirm whether all expenses needed for downstream calculations have been approved.

If items they want included aren’t approved, they can override the regular approval process to make them available.

Use expense data

Once expenses are approved, managers can use that data for many purposes, such as for generating payroll, billing clients, calculating costs, and determining profit.

Replicon includes reports that can help perform these tasks. Or, if you use third party software, you can transfer data to those applications using Replicon’s project integrations, payroll exports, or report data exports.

Related links

Expense tracking setup checklist
Setting up expenses (video)
Setting up expense templates
Choosing which columns are available on expense sheets
Setting default billing rates and expense codes for a client