Skip to content
Contact us
  • There are no suggestions because the search field is empty.

How do I create an expense?

You can open a new expense claim by clicking on the plus sign on the corner of the expense card. Let us walk you through the process.

Airswift - Expenses 1

1. Type in a description for the expense claim.

Airswift - Expenses 2

2. Select the client for the expense claim.

Airswift Expenses 3

Tip: If you are working for one client, you will only see one client name.

 

3. Select your job title for the expense claim.

Airswift - Expenses 4

Tip: If you only have one position with the client, you will only see one option.

 

4. Once the expense claim has a name, client company and job title, click "Next". 

5. Next, you will enter information for the first line of the expense claim. Start by selecting a category for the first line.

Airswift - Expenses 5

Tip: If have multiple categories for the expense claim, an additional line can be added later for categories

 

6. Select the date for the specific expense.

Airswift - Expenses 6

Expense claims can only be used for current and past dates. 

 

7. Type in a description for the specific expense.

Airswift - Expenses 7

8.  Attach a receipt for the expense by clicking "browse" or by dragging the file into attachment box.

If you do not have a receipt, or if the expense does not require a receipt, click the "I don't have a receipt" box.

Airswift - Expenses 8

9. Click "Next". 

10. Enter the amount of the expense, then click "Save".

Airswift - Expenses 9

If your expense is in a different currency:

If the currency of your expense differs from the currency you are paid, select the currency the expense was paid in from the drop down menu.

Airswift - Expenses 10

Next, enter the exchange rate for the foreign currency of the expense, then click "Save". 

Airswift - Expenses 11

Finally, enter in the amount of the expense in the foreign currency. The exchange rate will be applied, and the expense amount in your currency will display. 

Airswift - Expenses 12

Adding an additional expense claim

To add an additional expense to the expense claim, first add a new row by selecting the plus icon.

Airswift - Expenses 13

Next, enter in the Date, Category, Expense Amount, Comment, and receipt for the new line.

Airswift - Expenses 14

Tip: If this expense is in a foreign currency, select the new currency and enter the exchange rate to generate the claim amount. If this expense is for Mileage, enter the number of miles and rate to generate the claim amount.

Saving an expense claim

To save the expense claim, click "Save".

Airswift - Expenses 15

Note: If the "Save" button is disabled, this mean your expense claim is already up to date.

Submitting an expense

When you are ready to submit your expense, click "Submit". 

Airswift - Expenses 16

To submit, you'll need to select an approver. Select your line manager, or who should approve your expense claim from the drop down menu. Finally, click "Submit". 

Airswift - Expenses 17

Tip: you can search for your approver by typing their name in the search box. 

If you don't see the name of the person who should approve your expense, click "request new one". 

Airswift - Expenses 18

Now you can request for a new approver to be added to the system by entering their first name, surname and work email address. Airswift will receive your request and create an account for the approver.

Once the account is created, you will receive a notification that the approver is added so that you can submit your expense.

Once submitted, the status of the expense will change to "Submitted" .