Contract expenses and timesheets
Contracts include related Expenses and Timesheets tabs. These show financial records connected to the placement.
Contract Expenses​
Open the contract and select Expenses.
The expenses table can show:
- Ref No
- Item Type
- Source
- Charge to
- Amount
- Treatment
- Route
- Frequency
- Total
- Status
Add an expense​
Use Add Expense to create an expense connected to the contract.
Fields can include:
- Expense Source
- Charge to
- Item Type
- Internal Notes
- Amount
- GST
- Amount Type
- Logistics Consultant
- Allow candidate to exceed amount
- Expense Treatment
- Processing Route
- Frequency
- Skip Digital approval
- Candidate Notes
- Candidate Files
- Approval evidence
- Use signed contract as approval
- Planned occurrences
Contract expenses can be used for expected logistics or other placement costs. If an expense is recurring, set the frequency and planned occurrences so the expected amount is visible across the contract. This helps payroll and finance understand what should be claimed, charged, reimbursed or deducted later.
Use approval evidence when the expense needs supporting proof. If the expense was agreed in the signed contract, the Use signed contract as approval option can be used where your process allows it.
Expense source​
The expense source controls what the expense represents:
- Candidate means the candidate has paid, or will pay, the cost and is claiming reimbursement.
- Logistics means the agency or logistics team has arranged or paid the cost and needs it routed to the right party.
This distinction matters downstream. Candidate-sourced expenses usually create a reimbursement to the candidate. Logistics-sourced expenses can create a client charge, a recruiter margin cost, a candidate deduction, or a split between parties.
Charge to and split amounts​
Use Charge to to decide who carries the cost. Options can include client, recruiter and candidate, depending on configuration.
When more than one party is selected, the split area appears. You can let RecSphere auto-recalculate the split by percentage, or turn off auto-recalculate and enter fixed amounts. Fixed amount splits are useful where a client has agreed a capped contribution and the balance is handled by recruiter margin or candidate deduction.
Check the split before saving. The split affects what the client is asked to approve, what is invoiced, what is deducted or reimbursed on payroll, and what is treated as an internal margin cost.
Actual and forecast expenses​
Use Expense Treatment to distinguish confirmed costs from expected costs:
- Actual means the cost has already been paid or invoiced and you can attach the receipt or supplier invoice.
- Forecast means the cost is expected but the final invoice, receipt or exact amount is not yet available.
Forecast expenses are useful for accommodation, car hire or other logistics costs where approval may exist before the final supplier invoice arrives. They allow payroll and accounts to see that a cost is expected, even if the evidence is added later.
Processing route​
Use Processing Route to decide how the expense should move downstream:
- Timesheet links the expense to a timesheet period. This is useful when the expense should be reviewed or invoiced alongside labour for that week.
- Standalone creates a separate expense item away from a timesheet. This is useful when the cost needs to be invoiced independently or as soon as possible.
For a standalone expense, choose the date you want the expense to fall into. That date determines when payroll or accounts are likely to pick it up for the relevant run.
Frequency and planned occurrences​
Recurring forecast expenses can be created with a frequency such as ad hoc, weekly, fortnightly or monthly. Weekly expenses can appear against each generated timesheet. Fortnightly or monthly expenses use the selected start week or date to determine when the expense should appear.
Planned occurrences are generated from the contract's timesheets once the contract has been finalised. If no occurrences appear, the contract may still be pending finalisation.
Evidence and candidate-facing files​
Use Approval evidence for proof that the client or candidate approved the expense. Evidence might be a signed contract, an email approval saved as a PDF, or another approval record. If approval has already been obtained, Skip Digital approval can be used where your process allows it so the approver is not asked to approve the same item again.
Use the receipt or invoice upload for the supplier receipt, flight invoice, accommodation invoice or similar cost document. This is separate from approval evidence.
Use Candidate Notes and Candidate Files only for information the candidate should see, such as flight tickets, hotel confirmations or travel instructions. Logistics expenses themselves do not need to be shown to the candidate unless you intentionally share candidate-facing files or notes.
If a logistics expense is charged to the candidate, it can create a candidate deduction. Confirm your agency has the right candidate approval before deducting from pay.
Contract Timesheets​
Open the contract and select Timesheets.
The timesheets table can show:
- Ref No
- Week Commencing
- Units Worked
- Total Units
- Candidate Pay
- Status
- Timesheet No.
- PO Number
- Invoice Ref No
- Date Registered
Use this tab to review timesheets connected to the contract without leaving the contract record.
Timesheets are generated from the finalised contract in configured payroll workflows. If expected timesheets are missing or incorrect, check the contract finalisation status, schedule, rate card, assigned rules, booking contact and timesheet approver.
The contract schedule is especially important for candidate timesheets. In configured workflows, the schedule determines which weeks and shifts are used to prepare candidate timesheets. If a live or upcoming contract was migrated without a full schedule, add the expected working pattern before relying on automatic timesheet generation.
If a shift was not part of the original schedule, payroll users may still be able to add or overwrite timesheet lines manually where permissions allow. Check the actual work pattern, approval evidence and rate rules before approving the timesheet.
Where digital timesheets are enabled, candidates may receive a link to their upcoming timesheet. The timesheet can be pre-populated from the schedule, but the candidate can still edit the actual shifts, breaks, notes and allowances before submitting.
If a client or candidate needs paper timesheets, check the digital timesheet setting at candidate and client level. Payroll can upload a manual timesheet internally where that process is used.
Related articles​
- Financials Timesheets
- Financials Expenses
- Payroll Overview
- Contract Financials and Variations
- Candidate Portal