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How to Add & Approve Expenses

Use this guide to view, approve, and add expenses via the Payments module.

Written by Stevie McIntyre

Steps

Locate the expense

  1. Go to Payments (top-right).
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  2. Use filters to narrow results:
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    • Date
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    • Add filter for more options
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Approve expenses

  1. Once the expense has been identified, click the Shift Date (hyperlink) to open details.
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  2. Choose an action:
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    • Approve an individual expense
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    • Approve All to approve everything shown
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    • Edit Shift to update shift details
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  3. Approved items move to Approved Payments automatically.

Add a new expense

  1. Click Add Expense (green).
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  2. In Add a New Expense:

  • Select Expense Type (e.g., Public Transpot)
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  • Free text in or utilise the arrows to populate the Amount & VAT% (Optional).
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  • (Optional) Attach receipt
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3. Edit Notes if needed.
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4. Click Save New Expense (green).
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Tips

  • Use Approve All to process multiple expenses quickly.
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  • Double-check claims and receipts before approving.
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Troubleshooting

  • Can’t find Expense: Expenses will only appear in the Pending Payments section once the associated shift has been completed.
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  • Save New Expense is disabled: Select an Expense Type and complete required fields.
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  • Need help? Click the chat button in the bottom‑right corner of the screen to message our support team.

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