How To Oncharge Expenses To Clients

Who: This process is for VAs and the Office Administrator to undertake

What: This process shows you how to oncharge expenses to clients

When: This process is done when you have expenses to oncharge to clients

Why: This process is completed to ensure all expenses are oncharged to clients correctly

What the VA needs to do

Teamwork chat the Office Administrator (either by a direct message or in the Printing / Oncharging Jobs channel) to let her know that there are expenses that need to be oncharged to a client.

You will need to provide the following details:

1. Name of the client who is being charged

2. What is being oncharged - Rev.com captions, Facebook Ads etc - or if you are sending something on behalf of a client, what you need to use - 2 x A4 paper colour, 1 x envelope and 1 x stamp

3. The cost of the expense - unless it is already loaded into Harvest eg paper, envelops, stamps, courier bags etc

4. Any invoices or receipts for the expense

The Office Administrator will then add the expense into Harvest and invoice it at the end of the month as part of the end of month invoicing process.

What the Office Administrator needs to do

When the above information has been received from a VA, the Office Administrator will then enter the expense/s into Harvest.

1. Go to the Expenses tab in Harvest

2. Click on the green + New Expense button

3. Enter the date (if different to today's date)

4. Select the Client name from the Project drop down

5. Select the expense from the Category drop down. If it isn't listed then select Other

6. Give a detailed description of the expense in the Notes section (see pics below for examples)

7. Leave This expense is billable as ticked

8. Enter the amount in either the $ amount, excluding gst - using the gst calculator - or the quantity, in units of 1 for things such as envelopes and stamps (see pics below for examples)

9. Click on the green Save Expense button

10. Complete steps 2-9 until all expenses have been added

All expenses are then invoiced at the first of the following month, as part of the end of month invoicing process. If the cost of the expense/s is a large amount, then the decision may be made to invoice the client straight away, and the due date be set the same as the issuing date in order to recover the cost faster.