Travel expenses are costs associated with business-related activities. These include costs for commute, utilizing daily allowance or per diem and other expenses that were incurred during a business trip. 

Learn how to:

  • Manage travel expenses in Taimer
  • Add commute related costs
  • Expense per diem or daily allowance
  • Claim other expenses
  • Add a travel expense from the time entry
  • Send the expense for approval
  • Use the mobile app to add a travel expense

Plans & Permissions:

  • Plans: Free CRM, SalesCRM, PM, ERP
  • Permissions: Create Expenses

How to add a Travel expense in Taimer

You can add a travel expense from the the navigation sidebar, the Add new tab in the Header, from the Taimer mobile app or add it directly to a time entry.

How to add a travel expense from the Navigation sidebar

  • Navigate to the Financials page from the navigation sidebar
  • Click on Travel Expenses
  • Click on the green New Traveling Expense tab
  • Choose the relevant project for which the expense was incurred
  • Specify the purpose of the expense
  • Add the route 
  • Select the date
  • Select the start and end time
  • Enable the toggle button- Invoice customer if this needs to be directly invoiced to the customer. Click here to learn more about invoicing an expense
  • You can then add the costs in the table on the right. You can add commute related costs under Mileage, per diem usage under Daily allowances and other costs under Expenses. These are explained below. 
  • Click on Save or Save as Draft 
  • You can now upload your receipts directly here
  • Once saved this will move to the waiting status for approval
  • You can monitor the status of your expenses from the Expenses page

Adding commute related expenses

  • Click on the green Add Mileage tab to describe the costs
  • Click on the dropdown under allowance to select an option. The allowances and their rates are defined in the Expenses Settings
  • Click on the more options icon (..) to add other additional allowances. For example, if your company offers car pooling benefits, you can add them here. These allowances are also predefined in the Expenses Settings.

Adding per diem or daily allowance

  • Click on the green Add Allowance tab to describe the costs
  • Click on the dropdown under allowance to select an option. The allowances and their rates are defined in the Expenses Settings
  • Select the start date, end date and the end time
  • Enter the total number of days

Adding other Expenses

  • Click on the green Add Row tab to describe the costs
  • Describe the cost, add the amount and VAT

How to add an expense from the Header

  • Navigate to Header on top
  • Click on Add New
  • Click on Travel Expense
  • Follow the steps as explained in the previous section under - How to add a Travel Expense from the Expenses page

How to add a travel expense to a time entry

You can quickly add expenses and commute related costs to the time entry while tracking hours

  • Navigate to Projects from the sidebar
  • Click on the Time Tracker
  • Create a time entry in the Calendar view
  • Navigate to Options in the bottom right corner of the Time Entry card
  • Choose Other expenses to add an expense
  • Choose Mileage to add commute related costs
  • Add the expense details and click on Save
  • You can then go back to the Travel Expenses page to edit and manage these expenses

How to add and send a travel expense using the Taimer app

  • Open the Taimer app
  • Click on the + icon in the bottom right corner
  • Select Travel Expense
  • Choose the project for which the expense was incurred
  • Describe the expense
  • Add the route 
  • Select the date
  • Select the start and end time
  • Add attachments if any
  • Click on Add Expense Rows
  • Select Mileage if it's a travel related expense and select Daily allowance for per diem. As mentioned earlier, the rates for these are predefined in the Expenses Settings
  • Select Other Expense for other costs
  • Update the costs
  • Click on Save to send for approval or Save as draft to edit later
  • To access your expenses, open the mobile app, click on the More options icon below
  • Click on Expenses 
  • Navigate to the Travel Expenses column on the right to view all your travel-related expenses

How to archive a travel expense

You can archive a travel expense from the Travel Expenses page. Click on the more options icon to view or archive an expense. 

 NB! You will be able to approve or reject an expense only if you have the access for expense approvals. 

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