A mileage claim that reaches finance six weeks late has usually missed the invoice it belonged on, and the receipt went through the wash. Quantim books an expense against the job on the day, takes the photograph with it, and splits the net, the VAT and what you owe the person.
Start a free trial Book a demoThe week's expenses, the entry that creates them, the receipts that back them up, and the lists an administrator maintains behind all three.
Every expense logged against a job, with the money already broken down. The columns are the ones finance needs, not a single amount somebody has to unpick later.
One dialog, with the tax handled as you type rather than worked out afterwards by somebody holding a calculator and a carrier bag of receipts.
Up to five per expense, uploaded on the same dialog that creates it. The receipt and the claim stay together from the day it is entered.
The list people choose from is yours to maintain, and so is what each type costs per unit and how it is treated for VAT.
An expense is several different figures to several different people, and this is where they are kept apart. Pick a numbered point.
Four points on this screen.
Recoverable expenses only get recharged if they reach the invoice in time, with the receipt behind them. Set your own numbers.
The last figure is the one worth arguing about. It is the proportion that arrives too late to be recharged, loses its receipt, or never arrives at all.
An illustration from the figures you entered, not a measured result. Your own position depends on how your team claims today.
Approval, delegation, and where an approved expense ends up.
Submit booked expenses sends the week to the assigned approver, who is notified rather than expected to go looking. Nothing reaches a client invoice unapproved.
Because the receipts are attached to the entries, the approver is looking at the evidence rather than taking a number on trust, which is the difference between approving and rubber stamping.
An expense can be owed back to the person, charged on to the client, both, or neither. A train fare on a chargeable job is usually both. Printing done in house is a cost to the job that nobody is owed for.
Because the two are recorded separately, the claim a person is paid and the amount a client is invoiced never have to be reconciled by hand.
Each expense type carries a VAT rate, so the common cases are right without anybody thinking about them. Where an entry does not follow the rule, a custom VAT percentage overrides it on that line alone.
The non taxed amount sits beside the net for the part of a cost that carries no VAT at all, which keeps a mixed receipt as one entry rather than two.
The staff field defaults to whoever is logged in and can be changed to another person where you are authorised to do it, the same authority that governs booking time.
The entry records who made it as well as whose expense it is, so an approver can see that a claim was entered by somebody else.
Onto the job, immediately, where it affects the cost position alongside recorded time. Then onto the invoice, if it is recharged, without being rekeyed from a claim form.
That is the whole point of booking against the job rather than against the month: the job's profitability is right while you can still do something about it.
Nothing here is a separate system. The same job, the same people and the same numbers run through all of it.
A free trial takes a few minutes to set up, and no card. Or let us walk you through it against the way your practice actually works.
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