Expenses User Guide

Expenses enables an individual (member of staff) who incur costs in the course of business to recharge the expenses to the business.

The spend must have originated from the member of staff own bank account, the spend cannot have come from the business bank account. Business costs are monetary spend directly by the business out of the business bank account, to enter business costs see the ZotaBooks Costs User Guide.

The expenses are always booked to a project code, the project code can be:

  • an internal non-client chargeable project code, or
  • a client chargeable code, which enables the cost of hours worked to be invoiced to a client.

Click on the links below to learn how to use the expenses application.

Dependency – Project is Setup to Assign Expenses To

Expenses are assigned to a project, before creating an expense claim and adding expense entries to the expense claim ensure the required project code has been setup. Project codes can be internal to the business (not rechargeable to a client) or project codes can be rechargeable to a client.

1. Project Setup
Learn how to setup internal and client rechargeable project codes to book expenses to.

Step 1, Create, Upload or Edit an Expense Claim

An expense claim groups expenses together, a new expense claim can be created whenever required (create a new expense claim daily, weekly, monthly, for each project).

2a. Create an Expense Claim
Learn how to create an expense claim.


2b. Uploading Expenses
Learn how to upload expenses from ReceiptBank into ZotaBooks.

Step 2, Add Expense Entries to Expense Claim and Submit Expense Claim

Expenses are added to an expense claim, once all expenses have been added to the expense claim the expense claim is submitted. Submitting the expense claim turns the expense claim from draft to live.

3. Adding Expense to an Expense Claim
Learn how to add an expense entry to an expense claim.

4. Submitting an Expense Claim
Learn how to submit an expense claim for approval and payment.

Step 3, Mark Expense Claim as Paid to Employee

Once an expense claim has been submitted, the expense claim needs to be reviewed and then if approved paid to the employee. Once the payment has been made to the employee the expense claim needs to be marked as paid to the employee.

5. Mark an Expense Claim as Paid
Learn how to mark an expense claim as paid.

6. Reverse Marking an Expense Claim as Paid
Learn how to reverse the marking of an expense claim as paid to the employee.

Editing a Submitted Expense Claim

Expense claims which have not been paid to staff or where one or more expense entries in an expense claim has not been invoiced to a client can be withdrawn from submission and edited.

7. Edit a Submitted Expense Claim
Learn how to edit an expense claim which has been submitted for approval and payment.

Deleting Expense Entries from an Expense Claim or Deleting the Entire Expense Claim

Expense claims not submitted can have individual expense entries within the expense claim deleted, or the expense claim can be deleted in its entirety.

8. Delete Expense Entry
Learn how to delete an expense entry from an expense claim.

9. Delete Expense Claim
Learn how to delete an entire expense claim.

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