Do your employees travel to meet clients all over the place and collect expense invoices? Stop racking your brains, Collabox is designed to make your job easier. Indeed, you can transform your appointments into a timesheet entry and directly enter your expenses as well as the kilometers traveled. It’s super convenient because in addition, you can then collect them in a disbursement! To do this, you must first configure your employee’s account by following the instructions in the tab below.
1. Creation of a new supplier
You must create a supplier on behalf of the employee who will generate expenses and mileage. To do this, click on the “Accounting” icon at the top of the navigation menu.
Then click on “Suppliers” in 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.
Next, you need to 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. Our example is for illustrative purposes only. You can borrow our choices from us, but you can choose others.
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”.
And click on the employee who will be doing the trips.
You will need to change options in these four tabs. Let’s start with the first one, “Menus”.
You must ensure that the “Enter expenses” box is checked. Once done, we go to “Preferences”.
We check “Display the trip counter on the timesheet”. We continue to the “Advanced configuration”.
We must then associate your employee with their supplier account (which we created a little earlier). Once it’s done, we go to the “Rates” tab.
Here you have to configure the travel rate of your employee, i.e. what is the amount you reimburse your employee for his displacement 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.
Now that the configurations are done, you are ready to manage your travels. If you’re the type to grab all your appointments in Collabox, you will be pampered since they can be transformed into a timesheet entry.
When you click on your appointment in your calendar, navigate to the bottom of the page.
You have a series of button and options available to you. By clicking on “Create a timesheet”, your appointment will be calculated automatically in your timesheet.
You must then indicate the department to which you want to attach this entry. Then you can also enter your mileage and expenses incurred during this trip. By clicking on “Save”, the data is saved and appears in your timesheet.
In red you have the place taken by the appointment and in gray the entry of the timesheet that you have just created.
Now that you have lots of expenses added to your timesheets, you are at the time to change them to disbursements. To easily spot them, we’ve created a comprehensive report. To do this, 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. The latter will record and display all additional expenses as well as the mileage carried out 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.