Expenses and travel expenses are used to track costs and to compensate them for employees. Heeros PSA offers two types of expense tracking (see here for features included in different PSA packages):
- Expense Invoices - All other costs and expenses besides travel expenses, e.g., business lunches and office supplies.
- Travel Expense Invoices - Costs related to work-related travel, e.g., travel, accommodation, meals, and other expenses incurred during business trips.
Employees create an expense invoice with attachments, and the finance department or supervisor approves it in PSA before compensating it. Expenses can be compensated directly to employees or transferred through an integration to the financial management software you use for payment. You can also add expenses to a project to invoice them from your client.
Permissions: Expenses
PSA plans: Expenses: Free, Growth, Business, Enterprise, Enterprise+
Travel Expenses: Business, Enterprise, Enterprise+
Settings and Permissions
In the settings for expenses and travel invoices, you can define:
- Common and user-specific payment methods.
- Expense types for easier reporting.
- Values for mileage allowances, daily allowances, and currency exchange rates.
Permissions can be defined as follows.
- Approve all expenses - Can approve or reject expenses for all whether it's for a user, project, team, or company.
- Project manager can approve project expenses - Provided to project managers and can approve or reject expenses only for their respective projects
- Supervisor can approve team expenses - Provided to supervisors and can approve or reject expenses submitted by all the employees under them. To learn how to assign employees to a supervisor, click here
- Edit all expenses - Can edit all existing expenses
- Create expenses - Can only create an expense
Note!
- In multicompany version (Enterprise+) users can create expenses/travel expenses only for their own company.
- Freelancer users are not able to create expenses/travel expenses. Their expenses can be processed as bills (purchase invoices).
Notifications
You can receive notifications about adding expenses (excl. travel expenses) to a project and their approval/rejection. Available notifications depend on your role and permissions. Define your notification settings in Settings > My Profile > Notifications.
Status
Expense and travel invoices in the system have the following statuses:
- Draft - Visible only to the user.
- Waiting - The saved invoice is visible to approvers.
- Approved - The invoice is ready for compensation to the employee.
- Rejected - The invoice will not be compensated to the employee.
- Archived - The invoice has been compensated or transferred to the financial management program for compensation to the employee.
Expense reporting
In addition to the Expenses/Travel Expenses list view, you can review expense reporting on:
- Reports > Invoicing > Costs period
- Dashboard > Invoicing BI report. Set the desired time range and scroll down to the Expenses Overview to find out the total expenses by expense type.