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

Step 1.

To check that the correct method is enabled navigate to Settings > Configure system > Toggle Features. Then, on the  Invoicing & expenses pageunder Expensescheck that Expenses Claim Forms is selected.

Step 2.

To add an expense, navigate to  Purchases > Expenses and add employees. You can invite employees in as new users to create their own expenses. 

click on the Add receipt button. 

Step 3.

Fill in the details of the expense, including the employee, and select either Save Draft (for later editing) or, if satisfied it's correct, Submit for approval.

Step 4.

The expense can be approved by the appropriate person either by going to the Overview page and selecting the unapproved expenses next to the employee's name.

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

Step 5.

To approve one or several expenses, select the expense(s) to be approved by ticking the check boxes next to each expense claim and then click the Approve button.

All approved expenses can be viewed on the List Expenses page but will also now appear as unpaid bills due to the employee to be paid.

Step 6.

Single, or multiple, expenses for an employee approved above will be used to create a bill due to the employee and these will be shown along with other unpaid supplier bills in Purchases > Bills > Unpaid and so can be paid either by using the Record payment form on the bill, or by linking a payment from an imported bank statement to the bill.

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