Kimai Expense management
49 € (excl. VAT)
License and purchase detailsOffered by
Kevin Papst
Freelancer, PHP professional and Kimai maintainer since 2007
Try it
You can test this plugin at https://demo-plugins.kimai.org:
Username: susan_super
Password: kitten
Features
- Record all your expenses and show them in a table view
- The data can be searched- and filtered (see screenshots)
- All (billable) expenses will be automatically included in your invoices
- Negative amounts allow for complex bookings, budget and invoice adjustments
- Manage expenses via API
- Export expenses in: Excel, PDF, HTML
- Support for custom-fields (see Custom-fields plugin)
- Include expenses in Kimai export module
- Import expenses from Kimai 1
Expenses will be assigned to free configurable categories and each category has:
- name
- visibility flag
- default cost
- color
- help text (will be shown when creating an expense)
- description (will be copied into the expense description upon selection)
Each expense has the following fields:
- a date-time
- category (see above)
- user
- project (and customer)
- activity (optional)
- description (free text field)
- the cost (can be hidden for default user, if you use default cost via category)
- an amount (see it as multiplier, use 1 if you want to charge the cost only)
- a billable flag (non-billable expenses will not be added to your invoices)
- an export flag (to make sure, that each expense will be invoiced only once)
Permissions
| 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:
- can only be seen by users who own the
view_other_timesheet - users that own the
view_expensepermission but NOTview_other_timesheetwill only see own expenses - the visible data for non-admin users (permission
view_all_data) is limited by team assignments
Importing from Kimai v1
This bundle supports data import from Kimai v1, but you need to imported the other data (like customers) first.
An example for the import command:
bin/console kimai:bundle:expenses:import-v1 "mysql://username:password@127.0.0.1:3306/database?charset=utf8" "kimai_"
Purchase
You can buy this item from the developer with a regular EU-invoice or via Gumroad (platform for selling digital goods). Please create an account during your purchase to receive software updates. Read more about the license and purchase options.
Every customer gets free access to a private GitHub repository (like a forum) for support and access to the latest updates. Sent your GitHub username and your purchase receipt to kevin@kevinpapst.de and you will receive an invitation soon!
Screenshots
Expenses administration
Paginated listing of all recorded expenses (fullscreen)
Search expense
Your expenses can be filtered with the search found in multiple Kimai screens (fullscreen)
Edit expense
Editing or creating a new expense allows you to enter these fields (fullscreen)
Expense category
Expenses are categorized to have a better overview and filter options (fullscreen)
Edit category
You can set a name, cost factor and short help text for each category (fullscreen)
Installation
Compatibility
Plugins should always be compatible with higher Kimai versions, the following list contains the plugin version and the required minimum Kimai version.
| Bundle version | Minimum Kimai version |
|---|---|
| 1.21 - 1.24 | 1.15 |
| 1.20 | 1.14.1 |
| 1.19 - 1.19.1 | 1.14 |
| 1.16 - 1.18.1 | 1.12 |
| 1.15 | 1.11 |
| 1.14 | 1.10 |
| 1.11 - 1.13 | 1.9 |
| 1.7 - 1.10 | 1.7 |
| 1.5 - 1.6 | 1.6.2 |
| 1.4 | 1.6.1 |
| 1.3 | 1.6 |
| 1.1 - 1.2 | 1.4 |
| 1.0 | 1.3 |
Copy files
Extract the ZIP file and upload the included directory and all files to your Kimai installation to the new directory:
var/plugins/ExpensesBundle/The file structure needs to look like this afterwards:
var/plugins/
├── ExpensesBundle
│ ├── ExpensesBundle.php
| └ ... more files and directories follow here ...Clear cache
After uploading the files, Kimai needs to know about the new plugin. It will be found once the cache was re-built. Call these commands from the Kimai directory:
How to reload Kimai cache
bin/console kimai:reload --env=prodIt is not advised, but in case the above command fails you could try:
rm -r var/cache/prod/*You might have to set file permissions afterwards:
Adjust file permission
You have to allow PHP (your webserver process) to write to
var/ and it subdirectories.
Here is an example for Debian/Ubuntu (to be executed inside the Kimai directory):
chown -R :www-data .
chmod -R g+r .
chmod -R g+rw var/
Test Kimai before executing these commands (they are likely not required in a shared-hosting environment).
You probably need to prefix them with sudo and
the group might be called different than www-data.
Create database
Run the following command:
bin/console kimai:bundle:expenses:installThis will create the required database tables and update them to the latest version.
There are no commands defined in the "kimai:bundle:XYZ" namespace.,
then either the directory has a wrong name (must be var/plugins/ExpensesBundle/) or you forgot to clear the cache (look above).
Updates
Updating the plugin works exactly like the installation:
- Delete the directory
var/plugins/ExpensesBundle/ -
Execute all installation steps again:
- Copy files
- Clear cache
- Update database with
bin/console kimai:bundle:expenses:install