Expense management

Keep track of your expenses based on customer and project. These expenses can be categorized and included in your invoices.

Offered by

Kevin Papst

99 € excl. VAT (per year) ^*

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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
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)

If turned on, Expenses count towards budgets and revenue statistics.

Expense summaries are displayed on the detail pages for customer, project and activity.

Invoice calculator

This bundle ships two new invoice calculator:

ExpenseActivityInvoiceCalculator one entry per activity, expenses display description
ExpenseCategoryProjectInvoiceCalculator - one entry for each expense category, timesheets are grouped into one entry per project

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_"

Installation

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=prod

It 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/

You might not need these commands in a shared-hosting environment. And you probably need to prefix them with sudo and/or the group might be called different from www-data.

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.

If you see an error like 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

Changelog

Version 2.21.0

Compatibility: requires minimum Kimai 2.34.0

Improve API docs

Version 2.20.0

Compatibility: requires minimum Kimai 2.34.0

Better search logic, including negated search terms

Version 2.19.0

Compatibility: requires minimum Kimai 2.25.0

Do never return export items, if export query included tags

Version 2.18.0

Compatibility: requires minimum Kimai 2.25.0

Added empty “category” option, so the user has to choose one
Support Quantity column in overview listing
Allow to hide Customer column
Use translations from Kimai core
PHPStan v2: Code syntax improvements (Refactoring)

Version 2.17.1