Approving an Expense or Travel expense

• Approve, reject or archive an expense
• Compensate an expense to your employee

Project managers, supervisors or other users specified in the settings have the authority to approve, reject or archive expenses and travel expenses created by other users, depending on their PSA user rights. Approved expenses can be compensated to employees from your accounting software.

Approve, reject or archive an expense

Depending on the user rights, you'll be able to approve, reject or archive an expense.

1. Navigate to Costs > Expenses or Costs > Travel Expenses page from the navigation sidebar.
2. Use the Status filter to view all the expenses that are currently in the Waiting status.
3. Select the expenses you want by checking the box in front of the row.
4. Click Options and choose the action you want.
   The same actions for individual rows can also be found at the beginning of the row behind three dots.

Compensate an expense to your employee

Compensating means paying your employee money, if they have purchased something on the company's behalf. For example, your employee had to buy a customer lunch or they were on a business trip. 

You first need to approve or reject the expense that your employee has created in PSA. The approved expenses can be compensated to employees either manually or by transferring them to your integrated accounting software. 

Manually 

If you want to deliver a PDF file of travel or expense invoices to your accounting/payroll team for payment:

1. Navigate to Costs >  Expenses/Travel Expenses page
2. Use the Status filter to view all the expenses that are currently in the Approved status.
3. Select the expenses you want by checking the box in front of the row.
4. Click Print & export > Send by email. (If you want to send files from your own email program, select Print.)
5. Selected expenses will be printed on their own pages into one file. Enter the recipient's email address, write email message, and Send.
   Below is a sample image of the incoming email.

Using accounting software integrations

If you have integrated Heeros PSA with an accounting software such as Procountor or Netvisor etc, approved expenses can be sent to the accounting software in order to make the payments. 

1. Navigate to Costs >  Expenses/Travel Expenses page
2. Use the Status filter to view all the expenses that are currently in the Approved status.
3. Select the expenses you want by checking the box in front of the row.
4. Click Print & export and choose your integrated accounting software.
5. Payment will be made from the accounting software.