New Feature!
- Specify expenses on a contract job:
- See here for an overview: https://www.loom.com/share/1c0343dc1bdf445f9293a242c6d3367d
- Enable Expenses:
- Unchecked: Contractors cannot enter expenses on their timecards.
- Checked: Contractors can enter expenses on their timecards.
- This setting allows admins to control whether or not contractors can add expenses.
- If no specific expense items are added using the “+ Add Expense Item” option, contractors will see the full list of expense items from the Global Lists page. If items are specified directly on the job, the contractor’s dropdown will only display those job-specific items.
- Approve Method:
- Always select “Online”
- (Note: This field will be removed from the front end soon to simplify setup and approval.)
- Always select “Online”
- Don’t Bill Expenses to the Client:
- Unchecked:
- Expenses will be added to the invoice.
- On the Contract Overview page, “Bill Quantity for Expenses” = 1.
- Checked:
- Expenses will not be added to the invoice.
- On the Contract Overview page, “Bill Quantity for Expenses” = 0.
- Unchecked:
- Add Expense Items:
- By default (to preserve existing functionality), if no expense items are added to the job, contractors will have access to all expense types listed on the Global Lists page.
- If you add an expense item, only those selected will be available to the contractor for that job.
- Default Rates:
- Admins can define a default Cost Rate and/or Bill Rate for each expense item on the Global Lists page.
- If a default rate is set to $0.00, the rate entered on the timecard (i.e., Cost Rate) will be used as the base to calculate the alternate rate (i.e., Bill Rate).
- If default rates are defined, those values will be automatically applied.
- Lock Cost Rate:
- The lock icon next to an expense item allows admins to make the Rate field read-only for contractors.
- Example: Contractors cannot edit the cost rate of $0.70 for “Mileage”.
- The lock icon next to an expense item allows admins to make the Rate field read-only for contractors.
- Max Limits:
- Admins can enforce maximum subtotal limits for expense items. These limits can be based on:
- Daily totals
- Weekly totals
- Monthly totals
- Limits can be applied to either the Cost Subtotal, Bill Subtotal, or both independently.
- Example: For “Mileage”:
- Cost subtotal max: $100.00
- Bill subtotal max: $200.00
- Admins can enforce maximum subtotal limits for expense items. These limits can be based on: