Bill of Expenses
A bill of expenses is a consolidated report grouping multiple expense entries, typically for a trip, week, or project, used for reimbursement or record-keeping. Employees can include both reimbursable and non-reimbursable items, with the system separating them based on policy. Receipts may be required depending on company rules, and bills can be tagged to specific events or projects for tracking. After approval, bills are queued for reimbursement or accounting, with options to export or duplicate for recurring submissions.
Frequently Asked Questions:
What is a bill of expenses?
A bill of expenses is a detailed report that compiles all expense entries submitted by an employee or team typically used for reimbursement, approval, or record-keeping.
How is it different from a single expense entry?
A single entry is one transaction (e.g., a meal or taxi ride). A bill of expenses is a collection of multiple entries, usually grouped by trip, week, or project, and submitted as one report.
Can I include both reimbursable and non-reimbursable items in one bill?
Yes. Our platform supports mixed reports. Each item is tagged appropriately, and the system separates reimbursable costs from company-paid or personal expenses.
Do I need to attach receipts to every item in the bill?
That depends on your company’s policy. However, our system can enforce receipt rules by amount, category, or user level before the bill is submitted.
Can a bill of expenses be submitted for a specific trip or event?
Absolutely. You can tag the entire bill with trip or project details, making it easier for finance to track spend by purpose or campaign.
Who approves the bill of expenses?
Typically, your manager is the first reviewer. Then it flows to finance or admin based on company workflows, which can be customized in our system.
What happens after I submit my bill of expenses?
Once submitted, your report is reviewed for policy compliance. Approved bills are queued for reimbursement and/or posting to accounting systems.
Can I export or download my bill of expenses?
Yes. Reports can be exported in PDF, Excel, or CSV formats with all line items, receipts, and approval history included.
What if I forget to include an expense in the bill I already submitted?
You can either recall the bill (if still pending) or submit a new one with the missing entry. The platform also allows draft-saving so you don’t miss anything.
Can I duplicate a previous bill of expenses for a recurring trip or task?
Yes! Use our “copy bill” feature to recreate a report template with similar entries perfect for monthly travel or repeating projects.
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