Logging expenses#

Expenses are all work-related costs not yet billed to the customer: mileage, per diems, materials (if you bought something on site from a reseller), and other (parking, waste fees, toll/ferry fees).

Typical expense categories#

**The office defines the exact reimbursement classes and amounts** annually, following the tax authority's rules. The PWA's expense- category dropdown shows the currently valid options.

Adding an expense to a task#

When you’re in a task:

1. Open the Expenses tab.
2. "+ Add expense" button.
3. In the modal:
   • Date — defaults to today, can be changed.
   • Type — dropdown of the valid list (above).
   • Amount or quantity — depending on type:
     • Mileage → enter km count (e.g. 47). The PWA computes € automatically at the current rate.
     • Other → enter the amount in € (e.g. 12.50).
   • Description — required, for identification (“Onninen Espoo contactors”, “Suomenlinna ferry 22/4”). This goes to the office for billing.
   • Receipt — take a photo. Required if the category needs one (usually all except mileage and per diem).
4. Save.

General Expenses view#

To browse recent expenses or add one not tied to a specific task:

• Bottom-nav → Expenses.
• Grouped per day / week, total in the header.
• Filter “Only pending approval” to track your queue.

Receipt photos — tips#

• Straight on, not at an angle — auto-processing leaves margin but doesn’t correct perspective distortion.
• Good lighting — don’t shoot in shadow or in the dark.
• If the receipt is crumpled, flatten it as much as possible.
• One receipt per expense — don’t combine two receipts in one line, the office can’t bill correctly.

Approval and payment#

1. When you submit, the expense state is “Submitted”.
2. Foreman reviews and approves weekly — you can see the state change to “Approved”.
3. Office pays approved expenses alongside payroll.

You can track your expense states in the general Expenses view.

Troubleshooting#