Expenses are usually submitted with hours worked. Sometimes a timesheet is approved first, so the timesheet and expenses may not link automatically at the invoice level.
Here are three workarounds to ensure outstanding expenses are still paid to the contractor:
Option 1: Wait and Link with the Next Timesheet
One option is to wait until the contractor submits their next timesheet.
Once a timesheet is available that has not yet been batched, you can go into the system and link it to the expense.
To link the timesheet, navigate to the Expenses list:
Select the Edit Icon:
Here, enter the Timesheet No you want the expense to be linked to, and then select Save.
When this timesheet is batched, the expense linked to it will also be batched.
Pros:
This option requires minimal manual intervention.
It does not alter what the client or supplier sees on invoices or remittances.
There is no additional cost to the client.
Cons:
The contractor’s expense will be paid later, alongside their next payment.
Option 2: Offset the Expense with Matching Manual Timesheet
Another option is to create two manual timesheets—one positive and one negative. One of these can be linked to the outstanding expense, and then both timesheets can be batched.
To ensure this process is completed correctly, follow these steps:
Create a negative manual timesheet, For a guide on submitting manual timesheets press:
Create a positive manual timesheet to directly offset the negative timesheet above.
Go into the outstanding expense and link it to the above timesheet.
Linking expenses to timesheets
Linking expenses to timesheets
To link the timesheet, navigate to the Expenses list
Select the Edit Icon:
Here, enter the Timesheet No you want the expense to be linked to, and then select Save.
When this timesheet is batched, the expense linked to it will also be batched.
Since this is not a £0 timesheet, it will appear on the batch list.
Pros:
This ensures the contractor is paid quickly without delay.
There is no extra cost to the client because the positive and negative invoices balance each other out.
Cons:
The client will receive additional invoices due to the positive and negative entries, which may cause confusion.
In this case, you may need to reach out to the client to explain why there are both positive and negative invoices.
Option 3: Link the Expense Using a 1p Timesheet
A third workaround is if you create a 1p timesheet and then link the expense to this. As a result, this will show on the batch list.
To do this you would:
Create a manual timesheet worth 1p
Go into the outstanding expense and link it to the above timesheet.
Linking expenses to timesheets
Linking expenses to timesheets
To link the timesheet, navigate to the Expenses list
Select the Edit Icon:
Here, enter the Timesheet No you want the expense to be linked to, and then select Save.
When this timesheet is batched, the expense linked to it will also be batched.
Pros:
Ensures the contractor is paid quickly without delay.
Cons:
The client may be invoiced the 1p