Site Staff Expense Entry

Use this page to create reimbursement expenses in Job Book. Technicians usually enter their own expenses, but supervisors can submit on behalf of staff as well. Submitting quickly keeps reimbursements on track and gives managers real-time job cost visibility.

Go to Expenses on the home page and click Create New. The Date defaults to today—set it to the date on the receipt. The Employee defaults to you, but you can select another employee if you are filing on their behalf. Pick the Job that the purchase supports so costs flow to the right project.

Choose the Expense Item category (configured by administrators), enter the total amount from the receipt, and add a brief description explaining the purchase for your approver.

Use Attachments to snap a photo or upload a copy of the receipt while it is still clear. Add supporting documents such as hotel folios if needed.

If you are still collecting information, leave Submitted unchecked and click Save to keep a draft. When everything looks good, check Submitted and save to send the expense for approval. Job Book will highlight any missing required fields so you can fix them before submitting.

Open Explore from the Expenses card to manage your entries. Draft expenses remain in My Expenses where you can edit, export to PDF, or delete them. Once you submit an expense it moves to the approval backlog and becomes read-only in All My Expenses after approval. The Submitted Date is recorded automatically when you save.

Tips for fast approvals:

• Submit expenses daily or weekly and double-check totals before saving.
• Match expenses to the same job you tracked on your DWR.
• Attach receipts immediately so they are easy to read.
• Write clear descriptions so approvers understand how the purchase supported the job.