Edit Time Entry: Per Diem, Equipment, and Expenses

For help with the standard time entry fields (hours, task, billable, notes), see Editing a Time Entry.

Per Diem

Per diem tracks daily allowances for meals and lodging when employees work away from their home location. This section is only visible if per diem is enabled on your project.

To add a per diem claim, check the Per Diem checkbox. The section expands based on context:

• If no per diem claim exists for that employee on that date, you are creating a new daily claim. Additional fields appear:
  • Per Diem Billable — whether the allowance is billed to the client
  • Per Diem Company CC — whether the expense was on a company credit card. Checking this reveals the Meals and Lodging amount fields.
  • Meals — dollar amount for meal allowance
  • Lodging — dollar amount for lodging allowance
• If a per diem claim already exists for that employee on that date, the checkbox label changes to "Include in Per Diem Allocation." Checking it adds this time entry to the existing daily claim rather than creating a new one.

Receipts
When the Company CC flag is checked, a receipt upload section appears. Receipts must be image files. Upload one or more images using the Add Receipt button. Uploaded receipts are saved and associated with the time entry.

Per Diem Allocation
When multiple time entries on the same day include per diem, the allowance can be split across projects. Click Complete Allocation (or Manage Per Diem Allocation if a claim already exists) to open the allocation modal. Each row represents a project worked that day and shows the allocated meals and lodging amounts. Edit the amounts to distribute the per diem across projects as appropriate.

Once a per diem line has been invoiced, its row becomes read-only and shows an "Invoiced" status. The total claim cannot be modified after billing.

Equipment Used

This section records equipment drawn from your company's equipment list for this job. Equipment entries can feed into invoicing.

To add equipment:

1. Click New to open the equipment selection modal.
2. Select a piece of equipment from the dropdown (populated from your Equipment master list).
3. Enter the Units — the quantity or amount used.
4. If the selected equipment requires meter or odometer readings, enter the Begin and End values.
5. Save.

The entry appears in the Equipment Used table showing the equipment name, units, and begin/end values where applicable. Click the red X on any row to remove an equipment entry.

Expenses

The Expenses section records out-of-pocket costs associated with the job — materials, supplies, subcontractor costs, or any other expense tied to this time entry.

To add an expense:

1. Click New to reveal the inline entry form.
2. Select an Expense Type from the dropdown.
3. Enter a Description.
4. Check Reimbursable if the employee should be reimbursed for this cost.
5. Enter the Amount.
6. Save.

The expense appears in the table. Click the red X to delete an expense. Deleting an expense also removes all attachments associated with it.

Expense Attachments
Each expense row has a paperclip icon showing the number of attached files. Click it to open the attachments modal, where you can view existing images or add new ones. Attachments must be image files (receipts, invoices, photos). Each attachment requires a description.

Files and Photos

This section uploads documents or photos associated with this time entry directly into the project's file system. Files uploaded here are stored as project files, visible to all team members with access to the project.

To add a file:

1. Click New to reveal the upload form.
2. Enter a Description.
3. Select a File Type from the dropdown.
4. Choose one or more files using the file picker.
5. Save.

Uploaded files appear in the table with view, download, and delete actions. Deleting a file here removes it from the project file system entirely.

Tips

• Per diem allocation is easiest to complete at the end of the day once all time entries for that date are logged. The allocation modal shows all eligible projects for that day, so the full picture is available.
• Equipment entries are billed at the rate set on the Equipment master record. If an equipment rate needs adjusting, that is done in the Equipment settings, not on the time entry.
• Use expense types consistently across your team. Reporting on expenses by type is only useful if everyone categorizes the same costs the same way.
• Files uploaded through a time entry are part of the project file system — they are not private to the time entry. Use a descriptive file name and assign the correct file type so they are easy to find later.