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Administrator Guide
Last Updated: 2025-02-07
Create Event-Based Expenses

Create Event-Based Expenses

  • Enable the
    Expenses & Adjustments
     module.
  • You must have the
    expenses.event_based_settings.admin
     permission for the
    Event-Based Expenses
     settings page to display.
Event-based expenses are expense reports that are created by the system when triggered by a event. You can configure them to be time-based, where they're triggered by a timesheet submission, or scheduled, where they're triggered based on a set schedule. Automating these reoccurring expenses alleviates user overhead and ensures the funds are appropriately allocated to the correct areas for later identification by invoicing. Example: You could create an event-based expense for a reoccurring event, such as earning meal reimbursement after working a minimum of 10 hours per day. With criteria, you would indicate that when a timesheet is submitted with at least 10 hours per day, then the Daily Meal Stipend of $10 should apply.
  1. From the header, select
    More
    Company Settings
    .
  2. From the
    Accounting
     section, select
    Event-Based Expenses
    .
  3. Click
    Create
    .
  4. As you create the event, consider:
    Option Description
    Event Type
    Indicate whether the event is triggered by Timesheet or Scheduled.
    Selecting
    Timesheet
     ensures that the event-based expense is created when the timesheet is submitted.
    Selecting
    Scheduled
     ensures that the event-based expenses is created at the defined frequency.
    Frequency
    Indicate the frequency of the scheduled event.
    Approval Strategy
    Indicate how the expense should be approved:
    • Automatically approve
    • Use existing workflow approval
    • Approve with timesheet
    Criteria
    Select criteria to narrow the scenarios in which an expense should be automatically created. Example: You might want only expenses created for the United States to be automatically approved, so you could create a criteria for
    Country
     and include the
    United States
    .
    Expense Report Type
    Indicate the type of expense report to be created. You can click
    I don't see the report type I need
     to create the appropriate report type, if needed.
    Expense Report Category
    Indicates the expense category to be used for the expense.
    You can click
    I don't see the report type I need
     to create the appropriate category if needed.
    Expense Type
    The expense type within the selected category.
    You can click
    I don't see the report type I need
     to create the appropriate type if needed.
    Expense Value
    Indicates the amount of the expense.
Attach the event you created to the worker's work order. You can either:
  • Create a new work order.
  • Modify an existing work order and select the event you created.