Expenses appear on the Timesheets page Expenses tab and on the Expenses tab of an individual timesheet. The global Expenses tab shows pending indicators and supports search, filters, pagination, export, and bulk approval where permitted. For hirers and agencies, the Status column shows labelled chips: amber for Pending, green for Approved, and red for Rejected. The worker expenses dialog uses the same status chips. Hirers and agencies can filter the global list and its export by receipt: All (the default), No receipt, or With receipt. No receipt includes expenses with no attachments; With receipt includes expenses with at least one attachment. After manually changing a table filter, Export filtered results becomes the primary button. Preset filters such as user tags or teams do not trigger this switch; clearing manual filters restores the usual action. For agency users, the list is scoped to the selected agency. In Export Expenses, choose Selected weeks or All dates. All dates includes the full expense history within your permitted company, project, or agency scope. The export runs in the background; progress appears in Downloads and a notification provides the completed file. Expense exports for hirers and agencies include a Receipt URLs column with each attachment URL on a separate line, alongside the value, VAT rate, and gross value, with no Includes VAT column.

When the selected company has custom text fields displayed on timesheets, hirers and agencies can use More Filters on the global Expenses tab to add them. The button is hidden when no fields are available. Enter part of a field value to match the current requisition linked through the expense's timesheet. More Filters has no Requestor or Approver choices on this tab.

Hirers and agencies with access can select an expense row to open View Expense, including after invoicing. For historical ordinary expenses with a saved VAT choice, the dialog shows that choice alongside the submitted value excluding VAT. New expenses do not ask for receipt VAT details.

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Hirers and agencies can export expenses from past weeks and the current week. Selected weeks and All dates exclude timesheets ending after the current week. All dates includes the permitted history up to that cutoff.

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Hirers and agencies need Add expenses permission for the relevant company, project or agency to add an expense from a timesheet. This permission also makes expenses visible when rate access is restricted, while pay and charge rates, labour totals and billing documents remain restricted. It does not grant permission to amend hours, approve, amend or delete existing expenses, or raise invoices. Existing timesheet amendment permission remains required to amend an expense. Company and project adjustment settings still apply, and absent or cancelled timesheets do not allow additions. Eligible historical timesheets can accept late expenses against the correct week-ending period. Mileage is available as a standard expense category in both the timesheet expense form and the worker expense form. Standard expense values can be positive or negative but cannot be zero; a negative expense reduces the timesheet expense total and any later invoice value. Enter the full amount being claimed, including any VAT paid. There is no VAT question and no VAT deduction from the entered amount; applicable invoice VAT is handled separately. Existing claims keep their saved amounts, and opening an older claim for amendment does not automatically restore any previously deducted VAT. If the selected date and category match an existing expense on the timesheet, a warning asks the user to check that the new entry is not a duplicate but does not prevent saving. Per-day WRA accommodation and generated travel or fare allowance expenses remain non-negative and show Days, a fixed read-only Daily Amount, and a calculated Total Value. In amend mode, Days is editable and changing it recalculates the total.

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Hirers and agencies with access to an expense can select View Receipt in the Receipt column to preview its attachment. When more than one attachment is uploaded, View Receipts shows the total count. The viewer shows Receipt 1 of the total and provides previous and next document arrows to review every image or document without opening Amend expense. Review all attachments before approving an expense.

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Expenses can be approved individually or in bulk from the Expenses tab when the user has timesheet approval permission for the relevant entity. When a timesheet itself is approved, any pending expenses attached to it are automatically approved.

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For hirers and agencies supporting workers, individual and bulk expense approvals join the hourly approval SMS digest for each worker and hiring company. When SMS notifications are enabled, eligible expense and timesheet approvals are combined into one message per hourly run. Mixed timesheet and expense approvals use a single count summary. Expense-only messages show the amount and timesheet reference for one expense, or a count for multiple expenses. A short View link opens the Timesheet Portal when access is enabled. Email notifications keep their existing timing.

Worker expense approval SMS preferences and the effective notification settings are checked before sending. Expenses that have been unapproved, rejected or deleted are excluded. Expense approval SMS remains disabled for companies using timesheet import.

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Pending expenses can be rejected by eligible non-agency users. Approved expenses can be unapproved when the timesheet is not absent or cancelled, the expense is not linked to billing, and the expense is not an automatically reconciled accommodation or custom allowance expense.

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Delete is available only when the user can amend, the expense is not linked to an invoice or AfP, and the expense is not an automatically reconciled accommodation or custom allowance expense.

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The expense table shows invoice or AfP references where linked. Selecting an invoice reference opens its PDF in the draggable Quick Look preview, where it can be downloaded or opened in a new tab. AfP references navigate to the AfP workflow.

Hirers and agencies with access can see the AfP reference on newly billed expenses included in a later timesheet adjustment AfP. Expenses already linked to earlier billing keep their existing reference. A red cross means no billing reference is linked to the expense; approval is shown separately in the Status column.

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WRA accommodation expenses are created and reconciled automatically by the lodge allocator and follow special rules: they cannot be deleted or rejected like ordinary expenses, their value is days paid multiplied by the configured daily amount, and the displayed label follows the company or project preferred label. See the WRA Accommodation and Lodge Allowance guide for the full per-day breakdown, sibling-week reconciliation, and locking rules.

Hirers can also configure named custom daily allowances such as Food or Health. A hiring-company administrator selects which apply on each assignment, and agencies can request eligible allowances while responding to requisitions when that option is enabled. Each selected allowance is calculated separately across the worker-week and appears as its own approved expense on the timesheet. Custom allowances work independently of WRA accommodation: worked-day amendments and absence or reinstatement changes recalculate them even when accommodation is disabled. Choosing not to adjust WRA lodging during an amendment does not stop custom allowance recalculation. Where amendment is permitted, the daily amount and allowance label remain fixed, the server calculates the total from the entered days, and the custom allowance expense remains approved. Later automatic reconciliation recalculates payable days from the timesheet records. Deleting an eligible timesheet also recalculates custom allowances on remaining timesheets for the same worker-week. Payable days are allocated to contributing assignments using their effective custom allowance amount, daily hour threshold and absence settings, without paying the same day twice for one allowance. Worked hours are combined across eligible assignments for the day. Daily-paid assignments bypass hourly thresholds only for their own contribution. Different project day-subtraction and minimum-payable-day policies apply to the days allocated under each policy. Days already billed through an invoice, MSP invoice or AfP remain reserved against sibling timesheets, even if allowance applicability or payable-day settings later change. Hirers and agencies with access can review the resulting expenses for their workers.

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WRA travel and fare expenses are also generated automatically. For Lodge-to-project journeys, view each component to see Journeys and Amount per journey, or Weekly allocations and Amount per allocation when Pay regardless of days worked is enabled. Quantities and rates are read-only. Both expense lines describe the same journeys and share a maximum of two per worker, company and agency each week across assignments. Hirers and agencies with permission correct hours or assignment details to recalculate unbilled travel; billed travel remains unchanged and no adjustment or credit is created automatically. Pay-regardless expenses may appear on a generated pending timesheet, which still requires normal approval before billing. See WRA Travel and Fare Allowance on Timesheets for the full rules.

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If you work for an agency, expenses are scoped to your own workers, and what you can do depends on the hiring company's configuration.

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After a timesheet has been invoiced, eligible hirer users can open its Expenses tab and choose Actions > Invoice Expenses to show the selection checkboxes. Select approved expenses and choose Raise invoice to raise one additional expense-only invoice. Invoice selection requires invoicing permission, an eligible agency and a timesheet with an existing standard or MSP-to-client invoice. Use this action for one or more expenses; the individual expense row menu no longer includes New Invoice. The original invoice is unchanged.

Use Actions > Add expense to add an expense. In invoice selection mode, use the header checkbox to select eligible expenses on the current page. Row action menus are hidden during invoice selection. Choose Cancel to clear the selection, hide the checkboxes and restore row actions. The selection count appears beside the action, and the confirmation lists the selected expenses. Changing pages or refreshing the table clears the selection. Expenses already linked to a supplier invoice or AfP cannot be included. With MSP dual billing, an approved expense already billed to the customer can still be selected if its supplier invoice is missing. The action raises the missing supplier invoice and only bills the customer for selected expenses not already linked to an MSP-to-client invoice. If a selected expense becomes ineligible, refresh and review the selection.

Agency access remains unchanged: this action does not grant agencies additional invoicing permissions. Hirers and agencies with access can view the linked billing reference on each included expense once processing finishes. The expense table uses one Invoice column, or its existing AfP label where applicable. For dual billing, when only one side is invoiced, an exclamation mark appears beside the visible invoice reference, or Invoiced status if its details are restricted. Its tooltip identifies the missing Agency → MSP or MSP → Client invoice. No warning appears when both sides are invoiced or neither has been invoiced. Hirers see the downstream invoice status without its reference or document and can still raise a missing supplier expense invoice when permitted. Agencies retain access to their permitted downstream invoice references and documents. Each visible invoice reference opens its own document. Before raising expense invoices, the confirmation shows which selected expenses need supplier billing only and which also need customer billing. For expenses included in an MSP-to-client invoice, hirers can view that invoice reference and document. Agencies see that the expense is invoiced without access to the MSP-to-client reference or document; any permitted agency billing reference remains available. MSP-invoiced expenses cannot be amended, deleted or unapproved. Existing PO requirements, billing configuration and invoice preview mode still apply.