How to log an expense
There are two main ways to log an expense in Apex Business:
- Single expense entry - most commonly used
- Multiple expense entry - used to bulk enter a lot of expenses
- Mobile expense entry - please see related article How to use the mobile app : Apex Support (proximity.com.au)
Note on Subcontractor or Supplier Invoices
The below steps are for expenses incurred by you personally, or on a Proximity credit card. If you are trying to enter a cost incurred on a project where you have received an invoice to be paid by Proximity, please see Handling Project Subcontractor or Supplier Invoices.
Log an expense using Single Expense Entry
- Click on the 'Time and Expense Workspace' tab
- Under 'Expense Entry' click on 'New'
- Fill in the form
- Under 'Add Attachments' upload a PDF or image of the tax invoice
- Under 'Project' select the relevant project - either a client project or a Proximity internal project
- Under 'Assignment', if you selected a client project, select your assignment. If you selected a Proximity internal project leave this blank.
- Under 'Expense Date' enter the date that this expense was incurred (should match the tax invoice)
- Under 'Type' pick the relevant expense type. For Proximity internal projects, this will determine which budget line the expense comes from.
- Under 'Amount' enter the total amount of the expense in AUD
- Under 'Description' you may enter a description to describe this expense to the Job Manager, Career & Wellbeing Manager, or Finance team.
- Tick 'Billable' if this expense should be on-charged to the client for the Project you selected
- Tick 'Proximity Credit Card Expense' if this expense was incurred on a Proximity credit card
- At the top of the box, click 'Submit' to submit your expense.