Expenses

Expense Reporting

Expense Analysis

Go to Expenses > Reporting > Expense Analysis. Pivot with:

• Dimensions: Employee, Department, Category, Project, Date.
• Measures: Total Amount, Untaxed Amount, Number of Expenses, Taxes.
• Filters: Date Range, Status (Approved, Submitted, Paid), Payment Method.

Key Insights

• Department spending by category (which dept spends most on travel?).
• Expense trends over time.
• Top categories by total spend.
• Reimbursement turnaround time (submission to payment).

Policy Compliance Checks

Use the analysis view to spot patterns that suggest policy issues: expenses consistently just under an approval threshold, missing receipts on high-value items, or one employee's spend trending well above their department's average — these are the things a periodic review should catch, not just individual expense approval.

Best Practices

• Require receipts for all expenses over a set threshold (e.g. $25).
• Use expense categories that match your accounting chart of accounts.
• Set up a corporate credit card journal for automatic reconciliation.
• Review expense policy quarterly.
• Reconcile the Expense Analysis total against what Accounting actually posted for the period — differences usually mean some approved sheets were never posted to journal entries.

The Expenses Module

Go to Expenses from the main dashboard. Employees submit business expenses, managers approve, and Quickenerp generates journal entries for reimbursement.

Core Concepts

Menu Structure

• My Expenses – Employee's own expense reports.
• Expenses to Approve – Manager's approval queue.
• All Expenses – Full list.
• Reporting – Expense analysis.
• Configuration – Settings, product categories.

Capturing a Receipt on the Go

The mobile app lets an employee photograph a receipt right after a purchase; OCR (if enabled) pre-fills the amount, date, and vendor so the employee just confirms the category rather than typing everything manually.

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.