Submitting Expenses in Flexe

Instructions for adding billing users and submitting monthly expenses 

IN THIS TOPIC

• Overview
• Submitting Expenses

Overview 

All expenses incurred during operations which are not automatically billed in Flexe will need to be manually added. All expenses for a reservation should be entered in Flexe for the month prior before the billing period closes on the 3rd of the month, and while the billing period is in an In Progress status. For example, the expenses for February need to be entered between February 1st and March 3rd.

Note: In order to submit expenses in Flexe, a user must be set up with Billing permissions. To confirm that this has been configured, take the following steps: 

1. Log in to Flexe. 
2. Click on the username dropdown, and select User Management from the menu that appears. 

3. Locate the name of the user on the list of current Warehouse Users for the reservation, and ensure that they have billing permissions enabled. If the user does not have billing permissions, a user with administrator permissions will need to enable them. A user with administrator permissions can click the check box below the Billing column header for the user that needs access. If you need to add a new user, follow the steps outlined in this guide.

Submitting Expenses

To begin entering your expenses, take the following steps:

1. Click on the username dropdown, and select Billing from the menu that appears.

2. Click on the current month, which will display a Status of In-Progress.

 3. On the Statement Preview Page, click the + Add Expense button in the top right corner.

4. In the Add Warehouse Expense pop-up that appears, complete all fields marked with an asterisk. Once finished, click the Create Expense button. Each field is described below: 

• • Reservation: Select the reservation number for which you are submitting the expense. 
  • Category: Category of the expense you are submitting for - (Example: Labor, Supplies)
  • Expense: The line item you are expensing (Example: VAS, Tape, Pallets).

After this is selected, then the Rate will appear to the right side. The rate shown is for one each. $4

• Quantity: The amount of Expense you are billing. Total Expense Amount will take this number and multiply it by the Rate.
  • If Supplies Expense is selected from the Expense dropdown, text will autofill into this field specifying that the Cost (without markup) for the supplies alone should be filled in. 
• Notes: This section allows you to provide context to the expense, and is required in order to submit the expense. Please be sure not to add any rates, cost, or prices in this section. If these details are included, the expense will need to be cancelled and re-submitted.
• Add Attachment: Any attachment that is related to the expense being filed. This is not required, but is highly recommended to aid the process of reviewing the expense.
• The expense will be submitted to the Flexe Billing Team for review. They are responsible for approving or declining the submitted expenses. 
• All submitted expenses are visible on the Statement Preview page. The following statuses are possible:
  • Pending: Awaiting review by the Billing Team
  • Approved: The expense has been approved and will be reflected on the invoice for the submitted billing period.
  • Denied: The expense has been declined, you will need to contact [e-mail] to review the reason for the denial.

1.  

5. If expense is approved, the expense Item will be moved to the Approved status. Expenses will appear as a separate line item on your invoice from any adjustments performed by the Billing Team. 

6. If the expense is declined, the expense Item will be moved to the Denied status. Additionally, users with Billing permissions on the warehouse will receive an email stating that the expense was denied. 

7. If you have any questions about eligible expenses, please contact [e-mail].