---
title: Expense management
description: Accountability's expense management function is fully integrated with your agency's financial management and accounting workflow.
---

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September 8, 2023

# Expense management

## Accountability's expense management function is fully integrated with your agency's financial management and accounting workflow.

### Video Tutorial:

<iframe src="https://player.vimeo.com/video/736030216?h=592a860c17" width="640" height="300" frameborder="0" allow="autoplay; fullscreen; picture-in-picture" allowfullscreen style="position: absolute; top: 0px; left: 0px; width: 100%; height: 100%; border: none;"></iframe>

[My Expenses](https://vimeo.com/736030216) from [Accountability](https://vimeo.com/user178949622) on [Vimeo](https://vimeo.com).

 

### At-a-glance view of all expense claims

Select the **My Expenses** option under your name to access all of your expense claims or create a new one.   

![Screen Shot 2022-08-19 at 1.11.38 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-08-19%20at%201.11.38%20PM.png?width=688&name=Screen%20Shot%202022-08-19%20at%201.11.38%20PM.png)

#### Focus on specific expense claims

Use the page-level filters to zoom in on expense claims based on payment status (Paid and/or Unpaid) or a specific stage of the expense claim journey. Select one or more of the following statuses. 

| **Status** | **What this means** |
| --- | --- |
| Un-submitted | The item requires action from you. |
| Submitted | The item is pending the manager's approval. |
| Manager Approved | The item is pending approval from a manager approver. Depending on your agency set-up, this could be your direct manager, the job manager, or the client lead. |
| Manager Rejected | The item requires action from you. See rejection details from My Messages under your name. |

Final approval

In addition to Manager approvals, Finance has to approve your expense claim for it to be eligible for payment.

Refer to the **Finance Approved?** column for this final approval status.

#### Enter your bank account details for reimbursement

Click **My Bank Account** to enter your bank account details. Your Finance team will send payments for approved expenses to this account. The Supplier Code and Supplier Name default to your Employee code and Name, indicating to your Finance team that you are the payee for all expenses you submit through My Expenses. 

#### Customize your view

Use the **Layout** option to remove and/or re-arrange the order of columns. In the example below:  I moved the Notes column next to the Expense Claim No., so I can quickly see the description I added for the expense claim. Remember to **Save As** and assign a name for your new layout.

<iframe src="https://player.vimeo.com/video/741197603?h=0cae1f379e&amp;badge=0&amp;autopause=0&amp;player_id=0&amp;app_id=58479" frameborder="0" allow="autoplay; fullscreen; picture-in-picture" allowfullscreen style="position:absolute;top:0;left:0;width:100%;height:100%;" title="Customize My Expenses View"></iframe>

### Centralize expense receipts

Your agency might require receipts for all expenses or for transactions above a specific amount.  Email a photo of your receipt to **receipts@counta.com** to save time in entering expense line items. 

When emailing your receipt to **receipts@counta.com**, enter the receipt total in the body of the email and the description on the Subject.  The system will use the amount to match receipts and automatically populate the description of the expense line with the email subject. 

#### Create an expense claim

#### Steps:

1. Click **New Expense Claim**.   
   ![Screen Shot 2022-12-15 at 4.42.57 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-12-15%20at%204.42.57%20PM.png?width=688&height=64&name=Screen%20Shot%202022-12-15%20at%204.42.57%20PM.png)
2. Expense claim header

a. The **Date** defaults to the current date but can be overridden if needed

b. The **Currency** reflects your payable currency.  This defaults to your office currency or is overridden on your payee record (aka Supplier record).  To record an expense claim against a different currency, click on the currency code on the upper right portion of the page.  This will bring up the Expense Claim Currencies pop-up page, where you can select a different currency. The exchange rate stored in the system will automatically be applied.

 

**Expense Currency and Supplier Invoice**

Modifying the local currency amount on a supplier invoice will update the expense currency amount, triggering an automatic recalculation of the amount.

![Screen Shot 2022-08-23 at 2.02.54 PM](https://knowledgebase.counta.com/hs-fs/hubfs/Screen%20Shot%202022-08-23%20at%202.02.54%20PM.png?width=472&name=Screen%20Shot%202022-08-23%20at%202.02.54%20PM.png)  
c. Enter a short description of the expense claim in the **Notes** field (optional)

d. Check the **Enter Other Currency Line** checkbox if you are entering expense line items across multiple currencies.  
   

**3. Enter an expense line item directly on the grid**

1. 1. Specify the **date** of the expense
     2. Depending on your agency's settings, a **Billable** box maybe visible. If visible, the **Billable** box is checked and controls the list of jobs that are available for selection on the **Job No**. field.  
            1. Keep this checked if entering an expense against a billable job.  Enter or search for the client job that this expense is billable to.  Only **billable jobs** will appear on the list if the Billable checkbox is enabled.
            2. If entering a non-billable expense, uncheck the Billable box.  Enter or search for a **non-billable job** or leave this blank if your agency does not require a job number for non-billable expenses.
     3. Enter or search for a **task type** (expense category) for this expense line
     4. (Optional) Select the **Expense Currency** for this expense line, if it differs from your home currency
     5. Enter the amount in the **Expense Currency Amoun**t column, if entering a different currency otherwise, use the **Amount Incl Tax** column. Override the system-assigned Tax if needed.
     6. The **Employee Code** defaults to your code.
     7. The **Client Cod**e is inherited from the job you specified.
     8. (Optional) Select the **Expense Location** for this expense line. This field only is visible if your agency has defined locations via custom data.
     9. Enter additional **Notes** for each expense line.  For example, you might want to enter attendees for a client or agency meal.
     10. Link the receipt photo by clicking on the  ![](https://www.accountabilityone.com/NewImages/icon-hyperlink.svg) icon.  You have two options: 
             1. Scroll through receipts emailed to **receipts@counta.com** and **attach** the corresponding one to the expense line, or
             2. **Upload** a photo of the receipt directly from your device.

**Pro Tip**

Choose **Add from receipt photos** to add a line item using a receipt you previously emailed. This option automatically adds the expense line based on the details of the receipt, saving you some keystrokes.

**Add Mileage**

Use this option if your agency has a dedicated task type for mileage expenses. The number of miles entered is multiplied by the task type rate to calculate the total amount.  Enter the **To** and **From** details. 

  

### Submit an expense claim

Click **submit** when all expense line items have been coded to a job and/or task type.  If your agency requires receipts, attach those prior to submission.  Once submitted, you can track the status of your expense claim from the **My Expenses** page. 

 

 

 

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