Expense Claims

Simple Time allows team members to submit expense claims for costs incurred while working. Whether it is materials purchased for a job, parking fees, or meals during a long shift, expenses can be recorded and submitted for reimbursement.

Submitting an Expense Claim

1. Navigate to Timesheets and select Expense Claims.
2. Click New Expense Claim.
3. Fill in the details:
   • Description — What the expense was for.
   • Amount — The total cost.
   • Date — When the expense was incurred.
   • Category — The type of expense (e.g., materials, travel, meals).
   • Work Order — Optionally link the expense to a specific work order.
4. Attach a Receipt — Take a photo of your receipt or upload an image. This serves as proof of the expense.
5. Click Submit.

Receipt Photos and AI Scanning

Simple Time supports uploading receipt photos directly from your phone's camera or from your device's photo library. Attaching a receipt makes the approval process faster and keeps your records complete.

When you upload a receipt photo, AI automatically reads the image and fills in the vendor name, amount, date, and a description of the items. Fields that were auto-filled are marked so you can review and correct them before submitting. You can also skip the scan and enter all the details manually.

Reviewing Expense Claims

Managers can review submitted expense claims from the timesheets section. Each claim shows the details, amount, and attached receipt for easy verification.

Approval Workflow

Submitted claims are reviewed by managers, who can approve or request changes. Once approved, the expense is recorded for reimbursement processing.

Tips

• Submit expenses promptly while the details are fresh.
• Always attach a receipt photo to speed up approval.
• Link expenses to the relevant work order for better reporting and cost tracking.