Expenses plugin

A Kimai plugin to keep track of your expenses based on a customer, project and activity. These expenses can be categorized and included in your invoices.

Features

• Record all your expenses and show them in a table view
  • The data can be searched- and filtered (see screenshots)
• All (refundable) expenses will be automatically included in your invoices
• Manage expenses via API
• Export expenses in: PDF, HTML, CSV, Excel
• Support for custom fields (see Custom-fields plugin)
• Import expenses from Kimai 1

Expenses will be assigned to free configurable categories and each category has:

• name
• visibility flag
• default cost

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)

Usage

When logged in as SUPER_ADMIN, you will see the expense administration screen at /en/expenses/.

If this was successful, think about the permission setup for other user roles.

Setup

During the installation a Demo category will be created, so you can immediately start adding expenses. You should rename it during your first test!

Permissions

This bundle introduces new permissions, which limit access to certain functions:

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_expense permission but NOT view_other_timesheet will only see own expenses
• the visible data for non-admin users (permission view_all_data) is limited by team assignments

Invoices

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.

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_"

Compatibility

Plugins should always be compatible with higher Kimai versions, the following list contains the plugin version and the required minimum Kimai version.

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 like 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:

bin/console kimai:reload --env=prod

bin/console cache:clear --env=prod
bin/console cache:warmup --env=prod

You might have to set file permissions afterwards:

chown -R :www-data .
chmod -R g+r .
chmod -R g+rw var/
chmod -R g+rw public/avatars/

Create database

Run the following command:

bin/console kimai:bundle:expenses:install

This will create the required database tables and update them to the latest version.

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