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The Breathe expenses module allows you to easily manage your expenses and submit them whilst on the go. An employee simply creates an expense (which they can attach a document to like a receipt) and submits it to their expense approver to approve/reject. Once it has been approved it goes to a finance user to mark the expense as paid.
Logging Expenses – How it works
Logging expenses is done from the employee dashboard. Go and have a look, you will notice a new section on the right. It looks a bit like this…
Well, that looks simple enough, so go ahead and click the link. You will be taken to the expense screen, which looks like this;
You can go ahead and fill out this field. Notice that if you select a type of “Mileage” you will be given two new fields to fill out; a mileage rate and the number of miles. As long as you fill out these two fields, breathe will go away and work out how much the employee is owed.
“With my personal card/my own cash” is for when they pay for an expense out of their own pocket. “With a company card/petty cash” is to be used when the employee uses a company card, or charges an expense to the company.
If you check the box marked “chargeable to client” you will be given a new field to fill out with the client name. This is so that someone is able to put together all the expenses for a particular client. Of course, you could always use this for projects, or teams, or anything else you can think of.
We’ve also given you the ability to store a scanned receipt against the expense. Lots of people now use mobile phones to take a photo of a receipt and then email it to themselves. Just save that file and upload it to breatheHR to keep copies of all your receipts together!
If you want to create further expenses, you can tick the box that says 'create another expense' before clicking the 'add expense' button:
Once you have finished adding your expenses, go to 'My Expense Claims' and you will see your expenses sitting there ready to be submitted
Submitting an expense claim
After completing expenses, you have the option to submit all unclaimed expenses or you can alternatively save the expenses to be submitted at a later date.
Useful links: