Add a travel expense and send for approval – Help Center

Learn how to create, edit, and manage travel expenses such as costs associated with commute, per diem and other expenses.

Content

How to add a travel expense
How to add commute-related expenses
Adding per diem or daily allowance
Adding other expenses
How to add an expense from the Header
How to add a travel expense to a time entry
How to add and send a travel expense using the Heeros PSA app
How to archive a travel expense

Description

Travel expenses are costs associated with business-related activities. These include costs for commute, utilizing daily allowance or per diem and other expenses that were incurred during a business trip.

Permissions: Create Expenses

1. How to add a travel expense

You can add a travel expense from the the navigation sidebar, the Add new tab in the Header, from the Heeros PSA mobile app or add it directly to a time entry.

1.1. How to add a travel expense from the Navigation sidebar

Navigate to the Financials page from the navigation sidebar
Click on Travel Expenses
Click on the green New Traveling Expense tab

Choose the relevant project for which the expense was incurred
Specify the purpose of the expense
Add the route
Select the date
Select the start and end time
Enable the toggle button Invoice customer, if this needs to be directly invoiced to the customer. Click here to learn more about invoicing an expense
You can then add the costs in the table on the right. You can add commute-related costs under Mileage, per diem usage under Daily allowances and other costs under Expenses. These are explained below.
Click on Save or Save as Draft
You can now upload your receipts directly here
Once saved this will move to the waiting status for approval
You can monitor the status of your expenses from the Expenses page

2. How to add commute-related expenses

Click on the green Add Mileage tab to describe the costs
Click on the dropdown under allowance to select an option. The allowances and their rates are defined in the Expenses Settings.
Click on the more options icon to add other additional allowances. For example, if your company offers car pooling benefits, you can add them here. These allowances are also predefined in the Expenses Settings.

3. Adding per diem or daily allowance

Click on the green Add Allowance tab to describe the costs
Click on the dropdown under allowance to select an option. The allowances and their rates are defined in the Expenses Settings.
Select the start date, end date and the end time
Enter the total number of days

4. Adding other expenses

Click on the green New Row button to describe the costs
Describe the cost, add the amount and VAT %

5. How to add an expense from the Header

Navigate to Header on top
Click on Add New
Click on Travel Expense and add the information of your expense

6. How to add a travel expense to a time entry

You can quickly add expenses and commute related costs to the time entry while tracking hours.

Navigate to Projects from the sidebar
Click on the Time Tracker
Create a time entry in the Calendar view
Navigate to Options in the bottom right corner of the Time Entry card
Choose Other expense to add an expense
Choose Mileage to add commute related costs

Add the expense details and click on Save

You can then go back to the Travel Expenses page to edit and manage these expenses

How to add and send a travel expense using the Heeros PSA app

Open the Heeros PSA app
Click on the plus icon (+) from the bottom right corner
Select Travel Expense
Choose the project for which the expense was incurred
Describe the expense
Add the route
Select the date
Select the start and end time
Add attachments if any
Click on Add Expense Rows

Select Mileage if it's a travel related expense and select Daily allowance for per diem. As mentioned earlier, the rates for these are predefined in the Expenses Settings
Select Other Expense for other costs
Update the costs

Click on Save to send for approval or Save as Draft to edit later
To access your expenses, open the mobile app, click on the More options icon below
Click on Expenses

Navigate to the Travel Expenses column on the right to view all your travel-related expenses

How to archive a travel expense

You can archive a travel expense from the Travel Expenses page. Click on the more options icon to view or archive an expense.

NB! You will be able to approve or reject an expense only if you have the access for expense approvals.