Managing work expenses in PocketSmith

Keeping track of work expenses in PocketSmith is easy! πŸ’ΌπŸš•πŸ’

Learn how to set up a category so that reimbursements are deducted from your category spend, how to exclude work expenses from your regular income and expense reporting entirely, and, how to see whether any work expenses are still outstanding.

In this user guide

Overview

If you regularly make work-related purchases from a personal account that you are later reimbursed for, it's a good idea to track these in a separate category eg. Work expenses. You can then assign your work-related expense and their associated reimbursements to this same category. This will mean that the reimbursement will cancel out the original purchase in your overall spending.

You can keep track of this category, and whether you're still owed any reimbursements, by using the search feature.

If you'd like to exclude the category from your regular reporting you can also set up the category to be a transfer category.


Setting up a work expenses category

1
Create a new category with a name that is specific to this purpose eg. Work expenses. 

For detail on how to create a new category, see Adding new categories
2
Set the category type to ' No, this is an expense (any credits are refunds)'. This will mean that any reimbursements are deducted from the expense total rather than seen as income in your PocketSmith reports. 

To learn how to change the category type option see Changing the category type
3
Well done! Your work expenses category is all set up.

Assign both work expenses and reimbursements to this category.

Excluding work expenses from your reporting

If you'd like to exclude your work expenses category from the Budget summary, the Income & Expense Statement (with the 'include transfers' toggle set to off), and the Earning & Spending chart on the Dashboard, it's best to edit the category to be a transfer category

To learn how to do this please see: Steps to create a transfer category


Keeping track of your work expenses category

You can check in on your work expenses category and see if you have any outstanding expenses from the Transactions page.

1
Head to Accounts > Transactions
2
Open the Search panel, and select your work expenses category from the Category dropdown.
3
Apply any other parameters (eg. date, account) if desired. Then, click SEARCH to run the search.
4
Click on the magnifying glass to collapse the search panel to view your search results.
2
PocketSmith will display the sum total of the transactions listed in the top right corner of the page. Any outstanding amount will be displayed here. 

Click on the ' Sum total' to view a pop up displaying the total in, and total out. 

Adding attachments or receipts to work expense transactions

You can also attach receipts for work-related expenses to transactions. You can do this via the Transactions page, via email using the attachment inbox, or via the mobile app.

To learn all about the various ways to attach files and receipts to transactions please see: Attaching files and photos to transactions


If you use the Classic expenses feature for Xero, you can also send your expenses straight to Xero. For more on this see: Sending business expenses to Xero

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