There are two ways to account for employee expenses in Clear Books, the default method is Expense Claim Forms which generates a bill payable to the employee. The alternative, which this guide explains, is the Adhoc Payments  method which creates an accumulating balance due to the employee in a dedicated account code.

Step 1.

To enable the Adhoc expense payments method navigate to Settings > Configure system > Toggle Features

Toggle features

On the Invoicing & expenses tab under Expensescheck that Adhoc Payments is selected.

Step 2.

To add an expense, navigate to  Purchases > Expenses and click on the Add receipt button.


Step 3.

Fill in the details of the expense, including the employee and click on the Submit for approval button.

Step 4.

Expenses can be approved by going to the Purchases>Expenses menu, clicking on the Overview link and selecting the balance under the Unapproved receipts column for the appropriate employee.

Alternatively navigate to Purchases>Expenses click on the List Expenses link and select the Unapproved tab.

Step 5.

To approve expenses, tick the check boxes next to each appropriate expense claim and hit the Approve button.

Once approved the system will create an expense transaction which will debit the expense account from Step 3 (Entertaining staff), debit VAT if applicable and credit the employee expense account code e.g. Alex Expenses. This employee expense account code must be used when explaining any payments back to the employee.

All approved expenses can be viewed on the Purchases > Expenses menu under the Awaiting payment column on the Overview page.

Step 7.

To make payment to the employee either create a bill or explain the payment directly from an imported statement (example shown below). Make sure to use the appropriate employee expense account e.g. Alex Expenses, and this will reduce the balance owed to them.