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How to Add & Approve Expenses

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

Stevie McIntyre avatar
Written by Stevie McIntyre
Updated over 2 weeks ago

Steps

Locate the expense

  1. Go to Payments (top-right).

  2. Use filters to narrow results:

    • Date

    • Add filter for more options

Approve expenses

  1. Once the expense has been identified, click the Shift Date (hyperlink) to open details.

  2. Choose an action:

    • Approve an individual expense

    • Approve All to approve everything shown

    • Edit Shift to update shift details

  3. Approved items move to Approved Payments automatically.

Add a new expense

  1. Click Add Expense (green).

  2. In Add a New Expense:

  • Select Expense Type (e.g., Public Transpot)

  • Free text in or utilise the arrows to populate the Amount & VAT% (Optional).

  • (Optional) Attach receipt

3. Edit Notes if needed.

4. Click Save New Expense (green).

Tips

  • Use Approve All to process multiple expenses quickly.

  • Double-check claims and receipts before approving.

Troubleshooting

  • Can’t find Expense: Expenses will only appear in the Pending Payments section once the associated shift has been completed.

  • Save New Expense is disabled: Select an Expense Type and complete required fields.

  • Need help? Click the chat button in the bottom‑right corner of the screen to message our support team.

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