Expenses will be assigned to free configurable categories and each category has:
Each expense has the following fields:
When logged in as user with sufficient permissions, you will see the expense administration screen at /en/expenses/
.
During the installation a Demo
category will be created, so you can immediately start adding expenses.
You can rename it after your first test.
As expenses will be automatically included in your invoices, you might want to distinguish between expenses and timesheets.
Since Kimai 1.6.2 and ExpensesBundle 1.5 this can be done with the invoice template variable ${entry.type}
.
The value will be expense
and can be used for example in Excel with ifthan
formulas or in combination with a conditional format
.
The invoice template variable ${entry.category}
will contain the category name of the expense.
The search supports filtering by the fields:
daterange
customer
project
activity
expense category
user
billable
exported
The free search term will query the field:
description
Additionally, you can filter for custom fields by using a search phrase like location:homeoffice
.
This would find all entries with the custom field location
matching the term homeoffice
.
The search terms will be found within the full value, so searching for office
would find:
I love working in my office
Office
This office is beautiful
Our offices are very noisy
Attention: checkboxes have the values 0
(not checked) and 1
(checked).
You can mix the search term and use multiple meta-field queries:
location:homeoffice hello
- find all entries matching the search term hello
with the custom field location
matching the term homeoffice
location:homeoffice contract:fulltime
- find all entries with the custom field combination: location
matching homeoffice
and contract
matching fulltime
expired:0
finds all items whose expired
checkbox is off
There are also special operators, which can be used in conjunction with custom fields (since Kimai 1.19.1):
empty string (e.g. location:
) will find all entries whose value in the location
field is either empty or not existing~
search term (e.g. location:~
) will find all entries that are missing the custom field (created before the field was created)*
search term (e.g. location:*
) will find all entries that have any value in the location
field (basically the opposite of ~
)Permission Name | Description |
---|---|
view_expense |
allows access to the expenses screen |
edit_expense |
edit existing expenses |
edit_expense_cost |
edit the cost of a single expense (deactivate this, if you want to provide default costs via the category) |
export_expense |
export expenses |
create_expense |
create new expenses |
delete_expense |
delete existing expenses |
manage_expense_category |
manage expense types |
edit_exported_expense |
allow to edit and delete exported expenses |
Pre-defined permissions are assigned to all default user roles.
The following restrictions are in place for accessing other user’s data:
view_other_timesheet
view_expense
permission but NOT view_other_timesheet
will only see own expensesview_all_data
) is limited by team assignments