Expenses

Expenses Without a Traditional Receipt

Mileage

For personal-vehicle business travel, create an expense with the Mileage product category: enter distance travelled instead of an amount, and Quickenerp calculates the reimbursement using a configured rate per mile/kilometre (set in Expenses > Configuration > Settings). No fuel receipt is needed since the reimbursement is distance-based, not cost-based.

Per Diem

For travel where the company pays a fixed daily allowance (covering meals/incidentals without individual receipts), configure a per diem product and rate per destination or employee grade. The employee logs the number of days rather than uploading receipts for every meal.

Setting Rates

Both mileage and per diem rates are configured centrally so every employee is reimbursed consistently, and so changing the rate (e.g. an annual mileage-rate update) doesn't require touching every employee's settings individually.

Expense Workflow

Submitting an Expense

1. Go to Expenses > My Expenses → Create.
2. Description – What was purchased.
3. Category – Select from configured expense categories (Travel, Meals, Supplies).
4. Total Amount – Enter with tax included or excluded (configurable).
5. Date – When the expense occurred.
6. Receipt – Upload image or PDF.
7. Paid By – Employee (to be reimbursed) or Company (corporate card).
8. Project/Task – If billable to a project.
9. Analytic Account – For cost allocation.
10. Click Save. Then click Submit to Manager.

Creating an Expense Sheet

Instead of submitting expenses individually, group them:

1. Go to My Expenses.
2. Select multiple expenses.
3. Click Action > Create Report.
4. The expense sheet is created with all selected expenses.
5. Submit the report for approval.

Approving Expenses

Managers see Expenses to Approve:

1. Review each expense and receipt.
2. Approve (individually or batch).
3. Refuse with a reason if needed.
4. Once approved, the expense flows to accounting.

Expense Policies

Go to Expenses > Configuration > Settings. Configure:

• Double Approval – Two-step (Manager + Accountant).
• Payment Method – Register Payment on Approval, Register in Batch.
• Receipt Required – Mandatory receipt upload.
• Tax Inclusion – How taxes are handled on expenses.

Reimbursement Process

Accounting Entries

When an expense is approved:

1. Go to Expenses > All Expenses.
2. Open the approved expense sheet.
3. Click Post Journal Entries.
4. Quickenerp creates:

• Debit: Expense Account (e.g. 6220 Travel Expenses).
• Credit: Employee Payable (or Bank if paid directly).

Reimbursement Payment

Go to Accounting → Vendor Bills. The employee payable appears as an open item.

1. Click Register Payment.
2. Select payment method (Bank Transfer, Check).
3. Confirm. The payable is cleared.

Corporate Card Expenses

If "Paid By = Company", no reimbursement is needed. The journal entry debits the expense account and credits the corporate card account instead of the employee payable account.

Billing Expenses to a Customer

If an expense is linked to a Project/Task or Sales Order marked as re-invoiceable, the approved expense (at cost, or with a markup if configured) appears as a line ready to add to the customer's next invoice — useful for consultancies that pass travel costs through to the client.

VAT/Tax Recovery on Expenses

Set the correct tax on each expense line so input tax on business expenses (e.g. reclaimable VAT/GST) is captured for your tax return, exactly like a vendor bill — a common thing to miss when employees enter expenses with no tax at all.