Expense management

Expense management

A new module is now available from Emprez for managing your team's expenses. This module allows, among other things, the entry of a reimbursement request in the employee interface. Then you will be able to approve it in your manager interface and export it to payroll.
To benefit from this new module, you will need to request it from our team.
As soon as the module is activated your Timesheets menu will be changed to Approval.

Allow your employees to add their expenses

  1. In your employee's file, go to the Time punching submenu,
  2. Under Web and mobile appplications, check the box Can add expenses,
  3. Click Save.
💡 For group authorization to your entire team, you can also click on the Apply to all employees button.
Your team can now add expenses via the employee interface!

Creating and Configuring Expense Types

  1. Before your team can add an expense, you will need to create an expense type.
  2. In Parameters , then in Expense types management, 
  3. Click on  to add an expense
  4. Fill in the following details:
    1. Name: The title of the expense (e.g., Mileage Allowance, Client Meal).
    2. Payment Code: The exact corresponding earnings code from your payroll system.
    3. Value per unit: Enter the rate per unit for that expense
    4. Unit: Select the unit type to be entered by the employee (km or $).
  5. Click Save.

💡 Practical Example: If you set up mileage, the system will automatically calculate the total payout based on your configured rate (e.g., the maximum tax-free mileage allowance rate). To edit an existing expense type, click the pencil icon. To delete it, click the cross (X).

Approving Expenses for Payroll

Once expenses are submitted by the team, managers must validate them before they can be exported to payroll:
  1. Go to the Approvals menu âž” Expenses.
  2. On the left panel, select the desired Service and Department.
  3. Click Load to display the pending expense requests.
  4. To approve: Simply check the boxes on the far right of each expense line.

Adding an Expense Manually (Manager View)

If an employee forgets to submit a request, you can log it manually on their behalf:
  1. Click the Add + button at the bottom right of the approval screen.
  2. Enter the values. The final reimbursement amount will be calculated automatically by Emprez based on your pre-set parameters.
  3. You can upload up to 5 supporting documents (receipts, invoices) per expense.

Once approved, these amounts will automatically flow into your final payroll export file.