Recommended Expense Claim Process(NEW)

Recommended Expense Claim Process

This article outlines the recommended process for Creating, Approving and Posting expense claims in JobBag

Step 1: Navigate to Expense Claims

JBX expenses can be access via the desktop

Navigate to: JobBag menu > JBX > Expenses ($)> Upload Expenses    

Step 2: Upload Expenses and Enter Expense Details

Upload Expenses

There are two ways to create an expense:

• Upload a receipt and then complete the expense details (recommended)
• Create an expense without a receipt and complete the expense details

You can upload a receipt by:

• Dragging and dropping files into the upload area, or
• Clicking Select Files to upload from your computer

Enter Expense Details

Complete the required fields:

• Job Number
• Kind Code
• Amount
• Expense Description

You can either:

• Complete all required fields and continue, or
• Click Save Receipt to complete the transaction at a later time

Note: Saved receipts that are not yet completed will display with the status Not Added to Claim.

Step 3: Create and Submit a Claim

When ready to convert the receipt into an Claim:

1. Select the receipt/s
2. Click Create Claim
3. Click Submit

Claim Status

• Once submitted, the claim status is Submitted
• Submitted claims can still be edited (Job Number, Kind Code, Amount) and resubmitted
• Submitted claims can also be deleted if required

Note: All required fields must be completed before a claim can be submitted. Value Required  will display if any values are missing, clicking Value Required will reopen the original receipt, complete the missing fields before you can add the receipt to the claim!

Step 4: Manager receives approval request

The Approving Manager receives an email notification advising that an Expense claim is awaiting approval.

Before approving, the Manager should:

• Verify the receipt image
• Be happy with the Expense

Step 5: Manager approves Expense claim in JobBag

The Manager logs into JobBag to review and approve the Expense Claim.

Navigate to: JobBag menu > JBX > Expenses ($)> Managers Review tab       

• Verify receipts and amounts
• Be satisfied with the spend

Step 6: Finance Team Review and Post to the GL

The Finance team logs into JobBag to review and post the Expense Claim.

Once the manager has approved finance can then review the expense claim and post to the general ledger.

Navigate to: JobBag menu > JBX > Expenses ($)> Finance Tab       

Reject Claims

Expense claims can be rejected and returned to the employee for correction and resubmission.

To reject a claim:

1. Select Reject
2. Enter a reason for rejecting the claim
3. OK

The employee can then update the claim based on the feedback provided and resubmit it for approval.

Adding a Receipt Later

• Click on the expense line
• Select Add File to attach the receipt
• Click Save Receipt

Once all required information is complete, click Submit to finalise the claim.

Supported File Types

Expenses currently support the following formats (maximum size 6MB):

• JPG, JPEG, PNG, PDF

Need another format supported? Let us know.

Web Browser or Mobile Device

Expense Claims can also be submitted using a web browser or mobile device

Web Browser

Open your preferred browser (Safari, Chrome and Firefox)

• Enter or paste your database URL (e.g.):

  https://yourdatabasename.myjobbag.com.au   

  At the login screen, enter:

• Username
• Password

Mobile device

• Adding a JobBag Shortcut to a Device Home Screen