Disbursements and timesheet

By 4 June, 2021 November 21st, 2022 Disbursed, Timesheet, Timesheet report

Are your employees traveling to meet with clients all over the place and picking up expense invoices? Stop racking your brains, Collabox is designed to make your job easier. In fact, you can transform your expenses or mileage into disbursements via the timesheet. It’s super convenient! To do this, you must first configure your employee’s account by following the instructions in the tab below.

Preliminary configurations

1. Creation of a new supplier

Create a vendor on behalf of the employee that will generate expenses and mileage. First, click on the “Accounting” icon at the top of the navigation menu.

Then select “Suppliers” from the left sidebar.

Finally, click on “Add a supplier”. Fill in the requested information and save the form.

2. Accounting settings

It is now necessary to configure the miscellaneous expenses that can be added to the mileage, for example food and parking. To do this, stay in the “Accounting” module and click on “Define types of expenses”.

Name some types of expenses, we suggest three common ones. Don’t be shy about borrowing them.

Then, associate these types of expenses with budget items. Click on “Expenses and budget items” to get there.

Use the drop-down menus to make the association. This example is for illustrative purposes only. Customize your menu!

If you don’t have a budget item that matches your expense type, just add it. To get there, click “Budget items”.

Then click on “Add a budget item” and fill in the information on the screen.

3. Employee settings

Go to “Configuration”.

Click on “Employees”.

Select the employee who will make trips.

Modify the options on these four tabs to suit your needs. 

Menus” tab

Be sure to check the “Expense Entry” box. Once done, go to “Preferences”.

Preferences” tab

First check “Show trip counter on timesheet”. Then continue to “Advanced configuration”.

Next, associate your employee with their newly created vendor account. 

Rates” tab

In the third tab, set up your employee’s travel rate, which is how much you reimburse your employee for travel and how much you sell it to customers. Click “Edit” to change these values. 

Enter the values you want. It is important to use the “.” (period) and not the “,” (comma) to enter the amounts.

Manage disbursements through the timesheet

Now that the configurations are done, manage your trips and generate disbursements through the timesheet! If you are the type of person who enters all your appointments in Collabox, you are in for a treat, as these can be transformed into timesheet entries. 

Turn an appointment into a timesheet

Click on your appointment in the calendar, then scroll to the bottom of the page.

Choose the “Create Timesheet” option from the series of buttons and options available. 

Then indicate the service to which you want to attach this entry. Then, enter your mileage and expenses incurred during this trip. Finally, click on “Save”. The data is saved and now appears in your timesheet.

For example, in red you have the place taken by the appointment and in gray the entry of the timesheet you just created. 

Turn an expense into a disbursement

Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily locate them, we have created a comprehensive report. To do so, first click on the “Reports” icon at the top of the page.

Then click on “Expense Report” in the left side menu.

Select the desired display period for the report. It will track and display all additional expenses and mileage incurred by your employees. You can also select a specific employee, as in the example below. Then click on “View report”.

The report then shows you all mileage entries and expenses  entered in the timesheet. Select the ones you want to put in the payout.

WARNING! Be certain of your selection because it is not possible to reverse the transformation into disbursement.

Once the selection is complete, click on “Create disbursements”. 

You will be automatically redirected to your disbursement list and see your new disbursements on behalf of your employees. If you have selected entries from more than one employee, Collabox will separate the expenses automatically for each employee. You will then have as many disbursements created as employees having fulfilled expenses.
If you click on the disbursement, you will be able to see which expenses you selected with their amounts. However, if you have added expenses and mileage, you cannot discern them when turned into disbursement.