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What is required when entering time and expenses?

Below you will see a list of required and non-required items on a Time and Expense Entry. 

Time Entry Requirements:

Client - Select the client by either typing in, clicking the magnifying glass, or add a client by clicking the plus (+) icon.

Project - Select a Project by either pulling the drop down menu or adding a project by clicking the plus (+) icon.

Private Description - Fill in your description of why you are billing this entry.

Activity - (Requirement can be turned off in the Settings) Select your Activity by pulling the drop down menu or add a new one by clicking the pencil and clipboard icon.

Labor Time (hrs) - Fill in the amount of time spent on this specific entry.


Time Entry Non - Required:

Timer - Start the timer to record the amount of time spent.

For User - (ability to use this depends on the user permissions) Pull the drop down menu to select the user which this entry belongs to.

Public Description - This box is what shows to the client on the invoice so if you would like to condense the text from what the client would see then do so in this box.

Date of Work - Change the date for which this entry was made for.

Start/End Time - You can add a start & end time to the entry. This does not show on Reports or Invoices unless turned on.

Entry Type - Hourly Work allows you to bill at your hourly rate. Pull this down to choose Flat Fee Work if you want to bill a onetime flat fee entry.

Overtime - If turned on you would be able to use your overtime rate.

Billable - If checked this means the entry is billable. If unchecked this means the entry will show on the invoice that you worked this many hours but either at $0.00 or No Charge.

Exclude from Invoice - (only available for admins) If checked this means that the entry is non-billable and will not show on the invoice for the client to see.

Travel Time (hrs) - Labor Time plus Travel Time equals Billable Time.

Override Rate - If turned on allows you to change the rate per entry.

Override Billable (hrs) - If checked, allows you to reduce the hours billed to client.

 

Expense Entry Requirements:

Client - Select the client by either typing in or pulling the dropdown.

Project - Select a Project by either pulling the drop down menu or adding a project by clicking the plus (+) icon.

Expense Type - Select your Expense Type by pulling the drop down menu or add a new one by clicking the pencil and clipboard icon.

Cost - Amount per this expense. You can also use the calculator to calculate qty x unit price.

Sell Price - Would be different if the percent markup was used.

Description - Fill in your description of why you are billing this expense.

 

Expense Entry Non - Required:

For User - (ability to use this depends on the user permissions) Pull the drop down menu to select the user which this entry belongs to.

Expense Date - Change the date for which this entry was made for.

Percent Markup - If you have a default percentage it will mark up your expenses accordingly. You can change this or leave it blank.

Reimburse - If checked it means that the employee entering this expense has paid out of pocket and the employer would need to reimburse their employee for this expense.

Receipt Attachment - If you add a file to the expense you can pull this on reports and invoices if needed.

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