If you paid for something as part of your work for a client, such as travel, materials or a fee, you bill it to your client on an invoice. This article shows how to add an expense to an invoice with your receipts, so your client can approve it and pay you back.

Your client can rename parts of Worksuite. You might see "Assignment" or "Project" instead of Task, or "Payments" instead of Invoices. The steps are the same.

TABLE OF CONTENTS

• Before you start
• Add an expense to an invoice
• If your client uses Expenses
• Check the status of your reimbursement
• Why don't I see the option I need?
• Good to know
• Related articles
• Support/Resources

Before you start

• Check whether you need a Task. If your client requires one, the invoice form asks you to pick a Task they've assigned to you. If the Task list is empty, ask your client to assign one.
• Check what your client reimburses. Your client decides which costs they pay back and which expense categories you can use. If you're not sure, ask them before you spend.
• Have your receipts ready as a file on your computer or phone.

If you're employed through an Employer of Record or as an employee, ask your employer or manager how to claim expenses.

Add an expense to an invoice

Put each expense on its own line, separate from your work. This lets your client see exactly what each amount is for.

1. In the side menu, go to Invoices → All Invoices.
2. Click Add Invoice.
3. In Task, select the Task the expense belongs to.
4. In the first empty item line, enter a name for the expense, for example "Train ticket to client site, 12 May". If your client's form shows Add new item instead, click it first.
5. In Category, select the expense category that fits, such as Travel.
6. Enter the quantity and price. Worksuite calculates the amount and the invoice total.
7. Add your next expense or your work on the next empty line, each with its own category. If your form uses Add new item, click Save and add another after each item and Save changes after the last one.
8. In Attachment, add your receipts. The invoice takes one file, so if you have several receipts, combine them into one PDF first.
9. Click Save Invoice.

Your invoice appears in your list of invoices with the status New, and your client can review it.

You can also start from the Task itself. Go to Tasks & Projects, open the Task, and click Add Invoice. Then follow steps 4 to 9.

If your client uses Expenses

Some clients ask you to log each expense on its own first, instead of on an invoice. If you see All Expenses under Invoices in the side menu, your client uses this option. Check with them which method they want.

To log an expense:

1. Go to Invoices → All Expenses.
2. Click Add Expense.
3. Fill in Expense name, Expense date, Expense amount, Currency and Expense category.
4. In Task, select the Task the expense belongs to.
5. In Attachment, add your receipt.
6. (Optional) Add a Note for your client.
7. Click Save Expense.

You'll see "Your Expense has been added". The expense appears in All Expenses with the status New until your client reviews it.

Once your client approves the expense, check how it gets paid. If you see Bundle with Invoice on the approved expense, or an Expense section on the invoice form, add the expense to an invoice (Select an Expense to add... or Add all approved Expenses) and save the invoice. The expense is then paid with that invoice. If you don't see either, your client pays approved expenses another way. Ask them if you're not sure.

Check the status of your reimbursement

An expense invoice follows the same steps as any other invoice. Your client approves it, and then it's paid.

1. Go to Invoices → All Invoices, or All Expenses if you logged it there.
2. Find your item and check its status.

For more detail, see Invoice Statuses: What Each One Means and What You Can Do.

Why don't I see the option I need?

• The expense category you need isn't listed. Your client sets up the categories for their account. Message them to ask which category to use, or to have one added.
• There's no Task to select. Ask your client to assign you one. For other reasons an invoice won't send, see Why Can't I Create or Submit an Invoice?.
• You don't see All Expenses. Your client doesn't use it. Add your expenses to an invoice instead.

To message your client, go to Messages in the side menu, or use the messages on your Task.

Good to know

• Worksuite doesn't give advice on how to treat expenses or reimbursements for tax. Ask your tax advisor.
• You can edit an invoice while it's New or Rejected. After your client approves it, you can't edit it, so message your client if something needs to change.

Related articles

• Submitting an Invoice for Payment: how to add and send any invoice
• Sending a Message in Worksuite: how to reach your client
• Requirements to be "Payable" in Worksuite: the bank and tax details you need before you're paid

Support/Resources

Still have questions about billing expenses? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com.

For questions about your work, projects or rates, message your client from Messages in Worksuite.