Expenses and adjustments
The Financials area includes separate views for Expenses and Adjustments.
Use these views to review amounts that sit alongside timesheets, invoices and payroll runs.
Expenses​
Expenses are costs connected to candidates, contracts, vacancies or shortlists.
Expense lists can show:
- Claim Ref No
- Status
- Client Approval
- Client
- Candidate
- Timesheet
- Week Ending
- Expense Date
- Pay Run
- Amount
- Items
Expense forms 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
- Approval evidence
Expenses may be created as one-off items or planned recurring items. For example, logistics costs can be set up before or during contract creation so the expected value is visible and the item can flow into the later financial process.
When reviewing an expense, check:
- who arranged the expense
- who should be charged
- whether the candidate can exceed the amount
- whether GST applies
- whether the item is recurring
- whether approval evidence is required
- whether the signed contract can be used as evidence
- how the item should route through payroll, invoicing or internal cost tracking
Actual, forecast, timesheet and standalone expenses​
Expense setup controls when and where the cost appears later:
- Actual means the cost has already been paid or invoiced and supporting documents can be uploaded now.
- Forecast means the cost is expected but the final receipt, supplier invoice or exact amount may be added later.
- Timesheet route links the expense to a timesheet period, which can help keep labour and expenses on the same approval or client invoice.
- Standalone route keeps the expense separate from timesheets, which is useful when the cost needs to be invoiced independently or as soon as possible.
If the invoice or approval is not ready yet, the expense can still be set up as a forecast item. Payroll or accounts can review it later, add evidence when it arrives, move it to a different date or week where permissions allow, and then authorise it for downstream processing.
Logistics expense examples​
Use separate expense lines for separate logistics costs. For example:
- A flight invoice that has already been received can be recorded as an actual logistics expense, charged to the client, with the supplier invoice uploaded as the receipt and the client email approval uploaded as approval evidence.
- Accommodation expected at the end of a contract can be recorded as a forecast logistics expense and routed to the relevant timesheet or standalone date once the final invoice is expected.
- A hire car with a client cap can be split by fixed amount, with the client charged up to the cap and the remainder treated according to your agency process.
Adjustments​
Adjustments are used for manual corrections or extra amounts connected to financial processing.
Adjustment lists may use a similar structure to expenses, including:
- Claim Ref No
- Status
- Client Approval
- Client
- Candidate
- Timesheet
- Week Ending
- Pay Run
- Amount
- Items
Use adjustments carefully because they may affect pay, charge, invoices, bills, payroll or margin.
Approval and evidence​
Some expenses or adjustments may require approval evidence.
Evidence can include signed contracts, uploaded files or other internal approval records, depending on your agency process.
If an expense was agreed as part of the contract, using the signed contract as approval evidence can reduce duplicate uploads. If the expense was agreed separately, upload the relevant approval record before progressing it.
Expenses and adjustments can affect payroll, invoices, bills and margin reporting. Check the amount, route and approval status before saving or approving.
Related articles​
- Financials Overview
- Timesheet Details
- Shortlist Expenses
- Contract Expenses and Timesheets