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Recording Expenses

Expenses, as well as time, may be recorded in the Time Record Editor window.  Choose Records/New Time Record, and enter the expense into the Fixed Expense field.

TIP: Though you can record an expense together with your time, we suggest that you record the expense by itself as an Expense-Only time record where the Duration is zero (0) and the Start and Stop time is the same.  This makes it a little easier to manage expenses.

For example, let's say you made $21.35 worth of color copies for the client while you were at the office supply store (around 11:00 AM).  In this case, you could set the date to the day you made the copies and both the start and end times to 11:00 AM, and the fixed expense field to $21.35.

Expenses may also be recorded in the Stopwatch window.

 

Viewing Expense Records

You can view Expenses by showing the Expense column on the main window.  See: Column Layout - Changing

 

You can also set a Filter for any time records with an Expense amount by adding the following to the Filter:

 

Filter-Expense-gt-Zero

 

See: Filtering the Time Records

 

Reporting Expenses

When you use the Automatic Invoice Filter to create an invoice, you can easily create an Expense Report for the client to show the details of what expenses were incurred on that invoice.  Here's how...

One-time setup operations:

Following these steps, you will create an Environment that you can load each time you wish to create the Expense Report for the client.

1) If you have not done so already, save your current Environment so that you can easily get back to it later.  Otherwise, go on to step 2 below.

Select: Tools/Save Environment

Check the following options and click OK:

Environment-Settings-Reports

Then provide an Environment name such as My Default Layout and click Save.

2) Select Tools/User Options/Printing and set your Report Title and other checkbox options as shown below and uncheck the box "Print the description on a separate line from the other record data" which appears near the top of the list of checkboxes:

Printing-Options-for-Expense-Only-Report

NOTE: You can select to show or hide other Report, Subtotal and/or Summary options by checking/unchecking the appropriate boxes.

3) Set up your columns in the main window like this below: (Note that you could also add other columns such as Mileage and Taxes, etc.)

MainWindow-Expense-Columns-Only

NOTE: see: Column Layout - Changing for help with setting up your columns as shown above.

4) Save this Environment so that you can easily use it to create an Expense Report.

Select: Tools/Save Environment

Check the following options and click OK:

Environment-Settings-Reports

Then provide an Environment name such as Expense Report Layout and click Save.

 

Steps for Creating the Expense Report Using the Above Settings

Now that you have created and saved the above Environment, creating the Expense Report for a client while you are invoicing is quite simple.

1) Use the Automatic Invoice Filter to select the Client.

2) Select Filter/Filter Time Records and modify the Filter by adding the line Expenses > 0 as shown below:

Automatic Invoice Filter Plus Expense gt Zero

3) Select Tools/Load Environment and select the Expense Report Layout environment you created above.

4) Select File/Print Preview and you should see a report similar to the one below:

ReportSample-Expenses-Only

5) Select Filter/Filter Time Records and remove the line Expenses > 0 by changing the and on the 3rd row to end.

6) Proceed with creating, printing and then posting the invoice as you normally would for the client.  See Creating Invoices for details on invoicing.