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Shortlist expenses

The Expenses tab on a shortlist is used to review or plan expenses connected to the candidate and vacancy.

Open shortlist expenses​

  1. Open the shortlist record.
  2. Select the Expenses tab.

The list can show:

  • Item Type
  • Source
  • Charge to
  • Amount
  • Treatment
  • Route
  • Frequency
  • Total

Add an expense​

Use Add Expense to open the expense form.

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
  • Approval evidence
  • Use signed contract as approval
  • Planned occurrences

Some fields and options depend on your agency configuration and the candidate's contract or timesheet setup.

Shortlist expenses are useful when a cost is discussed before the placement becomes a contract. For example, a recruiter may need to capture a planned flight, accommodation or shared logistics cost while negotiating with the client or candidate.

Expenses can later flow into contract, timesheet, payroll or invoice processes depending on the treatment, route, frequency and approval status.

Handover to logistics​

Use shortlist expenses to capture the logistics position before the candidate is booked. This is where a recruiter can record what has been discussed with the client or candidate, such as who is expected to arrange flights, accommodation or car hire.

The Internal Notes field is the clearest place to record handover detail for logistics, payroll or accounts. For example, note whether the client has agreed to cover travel, whether a cap applies, whether logistics need to confirm traveller preferences, or whether approval evidence still needs to be collected.

When the shortlist is booked and a contract is created, agreed expenses can move forward to the contract expenses area. The contract can then be updated as logistics confirms exact costs, receipts, approvals or invoice timing.

Use separate lines for separate costs

Add separate expense lines for separate logistics items. For example, record a flight and a hire car as two travel expense lines so each item can have its own amount, evidence, frequency and approval status.

Approval evidence​

The expense form may allow you to use a signed contract as approval evidence or upload separate evidence.

Do not upload or attach evidence unless it is the correct document for the expense and your agency process requires it.

Planned occurrences​

Planned occurrences are generated from the related contract or timesheet schedule once the relevant records are finalised. If no occurrences appear, the related contract may not yet be finalised.

  • Shortlists Overview
  • Financials Expenses
  • Contract Expenses
  • Timesheets