Entering Employee Expenses
Expenses in Factor fall into two main categories: reimbursable employee expenses (like meals or mileage) and project expenses (like subconsultant bills). This article covers reimbursable employee expenses. For project expenses like subconsultant bills, see Entering Project Expenses.
Entering an Expense
Go to TIME > Enter Time, then select the My Expenses tab.
Click + Add Expense.
Select a client and project.
Select the expense type.
Enter the date.
Select a vendor (optional).
Select a payment method.
Enter the quantity and price per unit.
Add a comment (optional).
Attach a receipt (optional but recommended).
Click Save.
Mileage Expenses
Select Mileage as the expense type.
Enter the number of miles — not a dollar amount. Factor calculates the cost automatically based on your firm's mileage rate.
Enter the date traveled.
Adding Multiple Line Items to One Expense
If you have several charges from the same vendor and date — for example, a hotel bill covering multiple nights or purposes — add them as one expense with multiple lines instead of entering them separately.
Start entering an expense as usual.
Click Add a Line to add another line item.
Each line can have its own project, expense type, and amount. Date, vendor, and payment method are shared across all lines.
Once any line has been included on an invoice, the shared fields lock. Once every line has been invoiced, the whole expense locks.
Copying a Recurring Expense
On the My Expenses tab, find the expense you want to copy.
Click the Copy icon on that expense line.
Adjust the details as needed and verify the date is correct.
Click Save.
Viewing Your Expenses
All entered expenses are visible on the My Expenses tab, organized by date and project.
Submitting Expenses
Expenses are submitted as part of your timesheet submission — no separate action is needed. Once submitted, you may not be able to edit an expense without manager approval.
Tips
Keep receipts for all expenses — many firms require them for reimbursement.
Enter expenses promptly so you don't forget the details.
Make sure you're coding expenses to the correct project.