Record expenses & material

Expenses and material are the most common cost elements – the hotel document from the business trip, the bucket of nails you bought, the travel flat rate. Three document types carry them: expense receipt for single receipts, expense invoice for incoming invoices with several items, material for consumption and flat rates.

Expense receipt – the receipt

A receipt has one item and one VAT rate: taxi receipt, fuel receipt, simple hotel invoice without an itemised breakfast.

1. In the Costs list, open the plus button and choose New expense (quick entry) or New expense.
2. The Expense receipt dialog opens with six numbered accordions:
   • Master data: Preferred reviewer (default - Empty -) and Expense type* (default - Please choose -).
   • File: document scan or PDF.
   • Document data:* date, gross or net amount, Quantity (default 1.00), description.
   • Billing situation: the three accounts Project costs, Billable amount, Employee reimbursement.
   • Cost accounting: if cost accounting (KLR) is active in the tenant.
   • Assignments: employee, customer, project.
3. Enter gross or net – teamspace calculates the other value.
4. Finish via Save, Save and close or Cancel at the bottom.

Created from within a travel expense report context, employee, customer and project are pre-filled from the trip’s Default values accordion – then Save and close is enough, without releasing the document individually.

Expense invoice – the incoming invoice

Several items, mixed VAT rates, the full incoming-invoice mechanics. A hotel invoice with overnight stay (7%) and breakfast (19%) is the classic choice.

1. Plus button in a travel expense report or in the Costs list, choose document type Expense invoice.
2. teamspace first asks for the incoming invoice: either choose an existing incoming invoice or New invoice.
3. With New invoice the dialog runs with a template from the configuration. The template defines the compartments (typically a 19% and a 7% block) and a collective recipient – usually an anonymous contact, so you don’t have to create master data for every tiny invoice.
4. Enter the items in the document: a 19% item of €100 gross and a 7% item of €50 gross add up to €150 total gross – the rates run cleanly separated through accounting.
5. Via Save and close you land in the detail manager of the cost element that the invoice is based on. Here you set the Billing situation. The incoming invoice itself sits in the background as the document source.

ℹ If the document type Expense invoice is missing from the plus button drop-down, it hasn’t been created in the tenant. Open System configuration → Finance → Cost types and create an Expense invoice via the plus – details in Set up cost types, supplements & document templates.

Material – consumption and flat rates

Material is everything you consume in the project and want to invoice to the customer. Classic flat rates too – travel and accommodation flat rates – often run through material, because they’re treated like a piece of goods.

1. Plus button in the Costs list, entry New material costs.
2. The Material dialog has five numbered accordions: Master data, Document data*, Billing situation, Cost accounting, Assignments. Fields under Master data: Preferred reviewer, Expense type*.
3. A Quantity greater than 1 makes sense – five travel flat rates, three buckets of nails.

If you book material from within a project (via quick entry in the project detail manager), the selection offers the material types your order provides for. A travel flat rate with Billable amount → as per order pulls the price from the order item – e.g. €17.80 – instead of the master price of the expense type (e.g. €50). How the four price sources work is in Recharge costs to customers.

Payment method – private or company card

When creating, teamspace asks who paid. That’s the decisive trigger for employee payroll:

• Paid privately: the employee gets the money back. Employee reimbursement is set to the gross amount, and employee payroll in the HR module picks the item up.
• Company card / company paid: the employee gets nothing back. Employee reimbursement is set to 0 or No. The document still runs to the project and the customer – but not through employee payroll.

Employee reimbursement can also be kept in a different currency, in case you paid cash abroad.

Link to the trip

In the context of a travel expense report, creating via the plus in the Costs tab is quicker, because project and customer are pre-filled from the trip’s default values, the document-type selection (Meal allowance, Travel costs, Expense receipt, Expense invoice, Material) appears straight away and the document automatically lands in the trip context when saved. Documents outside a trip you attach later via the collective statement.

Common questions & needs

Related topics

• Cost types at a glance Costs & travel expenses Reference
• Create cost elements from e-invoices Costs & travel expenses How-to
• Recharge costs to customers Costs & travel expenses How-to
• Digital document capture