Currently, any expenses submitted in Quartz must be linked to a timesheet with a value for this to be pulled through when the invoices are batched.
This requirement exists because expenses are typically incurred as part of an assignment and are directly related to the work completed. Therefore, they are usually submitted alongside the corresponding timesheet hours.
There are a couple of workarounds for this:
1) One option would be to wait until the contractors timesheet for next week has been submitted
and then you can link the outstanding expense to this timesheet. This would be a slower way, however, it will mean no cost or confusion for the client. So, if the contractor is happy to wait, then this could be a suitable option.
2) Create negative and positive manual timesheets
If the contractor needs this expense to be paid this week, the following is a quicker workaround:
Create a negative manual timesheet.
Could you create a positive manual timesheet to directly offset the negative timesheet above?
Go into the outstanding expense and link it to the above timesheet.
Because this is not a £0 timesheet, this will show up on the batch list.
For this option, there will be no extra cost, and you can ensure the contractor is paid this week. However, in this case you may need to reach out to the client to explain why there are some negative and positive invoices.
3) Create 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.
In this instance, there would be the cost of the 1p to the client. However, this is fast and clear other then the 1p you are requesting the client for.