Finance & Control

Included

Company Expenses

Track office, executive, and miscellaneous overhead separately from project expenses.

Who can use it

Admin — can add, edit, review, approve, reject, and reopen company expenses
Manager — can add and manage company expenses where permitted, but cannot approve them
Supervisor — may receive read-only visibility with amounts hidden

Overview and audience

Company Expenses records costs that belong to the business as a whole rather than to a specific project.

These expenses help the company monitor overhead without incorrectly charging the cost to an individual project.

Role	Access
Admin	can add, edit, review, approve, reject, and reopen company expenses
Manager	can add and manage company expenses where permitted, but cannot approve them
Supervisor	may receive read-only visibility with amounts hidden

Role
Admin
Access
can add, edit, review, approve, reject, and reopen company expenses
Role
Manager
Access
can add and manage company expenses where permitted, but cannot approve them
Role
Supervisor
Access
may receive read-only visibility with amounts hidden

Only Admins can approve company expenses.

Company expense categories

Company Expenses is organized into:

All
Office
Executive
Miscellaneous

Office

Use for normal office and administrative operating costs.
office supplies
utilities
rent
internet
office maintenance

Executive

Use for approved executive or leadership-related business expenses.

Miscellaneous

Use for legitimate company overhead that does not fit the Office or Executive categories.

Main workflow

1
Add a company expense
Select + Add Company Expense.
Enter the required information in the drawer and save the record for review.
Use company expenses only when the cost is not directly attributable to one project.
2
Search and filters
Use the category tabs to switch between:
More detail
- All
- Office
- Executive
- Miscellaneous
Use search to find records by notes, submitter, category, or related information.
Use the date range filter when reviewing expenses for a specific period.

Status and approval table

Status	Meaning
Pending	The record is waiting for review. Pending company expenses are not yet included in approved overhead cost.
Approved	The company expense has been reviewed and accepted. Approved records contribute to company overhead reporting.
Rejected	The expense was not accepted and does not count as approved overhead.
Review actions	Depending on status and permission, actions may include: Approve Reject Reopen as Pending View Details View proof Only Admins can approve or reject company expenses.

Status
Pending
Meaning
The record is waiting for review. Pending company expenses are not yet included in approved overhead cost.
Status
Approved
Meaning
The company expense has been reviewed and accepted. Approved records contribute to company overhead reporting.
Status
Rejected
Meaning
The expense was not accepted and does not count as approved overhead.
Status
Review actions
Meaning
Depending on status and permission, actions may include: Approve Reject Reopen as Pending View Details View proof Only Admins can approve or reject company expenses.

Company Expenses vs Project Expenses comparison

Company expenses versus project expenses

Company Expenses affect company overhead, not the actual cost of an individual project.
Use Project Expenses when the cost belongs directly to project delivery.
Accurate classification keeps project profit figures trustworthy.

Overhead-reporting effect

How company expenses affect financial reporting

Approved company expenses contribute to company overhead reports.

They do not directly reduce the profit shown for one project because they have no project reference.
Use Reports to review company expenses over the selected date range.

Proof and category details

Proof and supporting documents

Proof may include:

official receipt
invoice
payment confirmation
expense photo
internal supporting document

Attach supporting proof when available.

Reviewers can open the proof before approving or rejecting the record.

Approvals

Company expense approvals are available under:

Approval queue location

ADMIN & FINANCE → Approvals → Company Expenses

Managers may add or manage records but cannot approve them.

What appears on the page

The company expense page may show:

pending approval
approved overhead cost
total submitted
number of records

The records list may include:

category
notes
submitted by
amount
date
proof
status
available actions

For read-only roles, amounts and actions may be hidden.

Important limitations

Company Expenses should not be used for project-specific costs.
Only Admins can approve company expenses.
Supervisors may receive read-only access with amounts hidden.
Approved company expenses affect overhead reporting, not project actual cost.
Payment methods and extra fields may vary by category.
This is primarily a web-based admin and finance workflow.

Where to find help

Use the ? button in the web application for the current page guide, Getting Started, Module Guides, and Contact Support.