BillQuick Online specializes in time and expense tracking and hence includes various ways to capture expenses. Depending upon your preferences, you can choose the frequency and method of capturing expenses for accurate billing and reporting. This section primarily addresses the concerns of timekeepers and reviewers.
Time and expense entry requires input from master information in BillQuick Online. Employees or vendors charge time and expenses against projects. 
These time and expenses are captured according to the rules and settings specified in BillQuick Online, whether in Global Settings, Preferences, Client or Project screen. 
You can record time entry in any screen you prefer, such as Sheet View, Simple Time Card and so on. 
You can also record expense entries in any screen that suits you—Expense Log or Simple Expense Log. In addition, BillQuick Mobile allows you to capture time and expenses incurred anytime, anywhere using a smartphone.
Regardless of the module used to capture expenses, BillQuick Online can automatically track time and expenses to ensure timely and complete entries from timekeepers.
They can submit these entries to the designated reviewer in the company for review and approval. The reviewer can reject some entries due to any reason and re-send them to the timekeeper. The timekeeper can edit and re-submit them.
On the other hand, the approved time and expenses become work-in-progress, ready to bill.
Click on the desired areas of the image for details.
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Expense Entry |
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Area |
Decision |
Where to Implement |
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Historical Expenses |
Ensure you have billed all expenses in your old system. Enter summary expense entries in BillQuick Online, if desired. |
Expense Entry screens |
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Smart Expense Entry Evaluation |
Activate built-in intelligence wherein BillQuick Online monitors whether an expense entry should be billable or non-billable. |
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Workweek |
Specify ‘First Day of Week’ date settings. |
Global Settings-User Interface |
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Timekeepers |
Set up employee as a BillQuick Online User with proper security permissions. Employees have to enter their own expenses in BillQuick Online. |
Employee screen Security screen |
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Set up vendor as a BillQuick Online User with proper security permissions. Vendors or sub-consultants have to enter their own expenses in BillQuick Online. |
Vendor screen Security screen |
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Set up employee as a BillQuick Online User with proper security permissions. This employee has to enter expenses for all other employees or vendors in BillQuick Online. |
Employee screen Security screen |
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Expense Entry |
Set standard shorthand codes to describe an extended memo or note when recording an expense entry. |
Auto Complete screen |
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Control how far in the past or future a timekeeper can record an expense entry. |
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Expense Entry Approval |
Company does not approve individual expense entries. |
Global Settings—Time & Expense |
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Assign Manager for expense entry approval. A direct supervisor or manager of the employees approves expense entries. |
Employee-General screen |
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Assign Manager for expense entry approval. A manager responsible for client relationships approves expense entries. |
Client-General screen |
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Review or approve expense entries. Set proper security permissions. |
Security screen Expense Entry screens Reviewer screen |
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Set up a vendor profile and record related expenses. Vendor or sub-consultant submits invoices containing detailed or summary time and expenses. |
Vendor screen Expense Log screen Vendor Bills screen |
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