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Tracking expenses

Adding/editing/deleting expenses

Expenses are added to tasks. Five default expense types are available for all companies to use: gas, meals, parking, toll free and other. How to create a new expense type and to manage it, please read here.

Expenses adding, editing and deleting is available in Time sheet and in Tasks modules.

  1. Login to Mobile Worker as administrator, advanced user, intermediate user or basic user (Note: basic user can only see the Time sheet module);
  2. Go to Time sheet tabor to Manage tab >Tasks in the main menu.

Adding/editing expenses

  1. Go to task add or edit screen;
  2. Under “Expenses” section select Expense type, enter price and quantity if needed;
  3. To add several expense types to a task, click plus button next to “Expenses” section;
  4. Press Save button at the bottom of the screen.

Deleting expenses

There are 2 ways you can delete expenses:

  • Delete the task in which the expenses are registered;
  • Delete specific expense type in existing task.

Delete task:

  1. Select the task you want to delete and click on Delete delete icon icon in Action column or delete button from the tool bar;
  2. Press Save button at the top right corner of the screen.

Note:  you cannot delete already approved tasks.

Delete specific expense type

  1. Select the task you want to edit and click on Edit edit_ic icon in the Action column or edit name from the tool bar;
  2. In the Task edit form under expenses section select the expense type you want to delete and click close next to it;
  3. Your selected expense type has been deleted;
  4. Press Save button at the bottom of the screen.

Assigning expense types to an order

With expense types assignment function you may define which expense types can be added to a certain order. When the user is adding expenses to a certain order on his/her device, the system will offer only the expense types you assigned  to that order.

To assign expense types to orders, go to Assignments screen:

  1. Login to Mobile Worker as an administrator or advanced user;
  2. Select Order in project selector
  3. Click Assignments>Assignments edit at the top of the main menu.
  4. Open Expense types tab in edit Assignment screen,
  5. Check the boxes next to the available expense types’ names ;
  6. Click on the back button arrow at the bottom of the window;
  7. Your selected expense types are moved to Assigned expense types field on the left of the screen.

Note: if you want allow for the user to add all active expense types to an order, leave the assigned expense type’s field empty.

Setting default price for expense type

If the expense price is constant, you may predefine it, then the system will automatically fill in the price in the price field.

To set default price for expense type:

  1. Login as administrator or advanced user;
  2. Go to Account menu>Settings>Classifiers>Expense types;
  3. Select expense type and in Default price column type the price;
  4. Press Save button at the top right corner.


Adding expenses

Expenses are added to tasks. You may add expenses in two ways:

  • With quick action when time is tracked with start/stop function (available only in android app);
  • Manually in task edit/create screen.

Quick expense add action allows you to register expenses immediately when they appear without stopping the tracking of work hours. To add expenses with quick action:

  1. Start tracking your time by clicking on start  button;
  2. In Quick actions list select Add expenses;
  3. In add expenses screen select expense type, type price, quantity, and description;
  4. Press Save button at the top right corner;
  5. Stop time tracking when work is finished;
  6. Your selected expense type is added in the edit task screen.

To add expenses manually:

  1. Open task in Edit/Create screen;
  2. Click on Add hours/ expenses button;
  3. Select expense types you want to add and click Save;
  4. You will return to Edit task Put Quantity and Price  to your expenses;
  5. To add a description to the expense, click on the expense type and edit expense type screen with description field will be opened;
  6. Fill description in What did you do? field;
  7. Press Save

Note: if you want previously added expense types to be automatically suggested for new tasks,  activate Suggest task events setting in device settings.  Please read more about device settings here.

Deleting expenses

There are 2 ways you can delete expenses:

  • Delete the task to which expenses are registered;
  • Delete specific expense type in existing task.

In Android app

Delete task:

  1. Click on the task you want to delete;
  2. In edit task screen click recycle bin button;
  3. In dialog box, asking if you really want to delete the items, select “Yes”.

If you want to delete a specific expense type in an existing task, in Edit Task screen, drag the expense type away to the right or the left side of the screen.

delete-parking

In iOS

If you want to delete task or expense types drag the away to the left and select delete button.
deleteios

You can also delete the task this way:

  1. Select the task you want to delete and open edit screen;
  2. Click 3orange button on top right corner;
  3. In “What do you want to do? “dialog box select Delete task.

delete-taskNote: you are able to delete only tasks that have not been approved yet.


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