Submitting Claims

Creating a Claim

Navigate to Claims in the sidebar and click New Claim. Choose the claim type.

Overtime and commission claims can be populated two ways: by period (a date range)
or by ticket/job (a specific piece of work). Both modes can be used on the same
claim, one after another. Expense and mileage lines can be attributed to a ticket
or job at any time.

Overtime Claims

By period

1. Select a date range for the overtime period

2. Click Detect overtime. The system analyses your time entries and finds hours outside business hours

3. Review the detected entries: each shows the date, start/end times, overtime minutes, and rate multiplier

By ticket or job

1. Choose By ticket or job, search for and select the ticket or job

2. Click Detect overtime on this work item. The system finds your after-hours time logged against it

3. On an existing claim, use Add from work item to add more entries without losing what is already there

Then, on either mode:
4. Adjust the multiplier per line if needed (1x standard, 1.5x time-and-a-half, 2x double time)
5. Remove any entries you don't want to claim
6. Add notes if needed
7. Click Submit for approval

Expense Claims

1. Add expense items: description and amount

2. Add mileage: enter miles driven and select vehicle type (own car or company car), and the rate is applied automatically

3. Optionally attribute a line to a ticket or job (links the expense to a customer for recharging on approval)

4. Upload receipts for each line item

5. Submit for approval

Commission Claims

By period

1. Select a date range for the commission period

2. Click Calculate commission. The system calculates profit on your billable time entries and hardware charges

By ticket or job

1. Choose By ticket or job, search for and select the ticket or job

2. Click Calculate commission on this work item. The system finds the realised charges on it

3. On an existing claim, use Add from work item to add more lines without losing what is already there

Then, on either mode:
4. Review labour commission lines (hours times profit margin times commission percentage)
5. Review hardware commission lines (sale price minus cost times commission percentage)
6. Submit for approval

Already-claimed items

A time entry or charge can only be claimed once. If an item you tried to add is
already sitting on another of your claims (or was claimed before that claim was
rejected and released), the system skips it and shows a note telling you how many
items were skipped. Nothing is silently dropped.

After Submission

Submitted claims appear in the unified Approvals queue. Your manager or a designated approver reviews and approves or rejects with a reason. You can track your claim status on the Claims index page.

Approved claims are included in the monthly payroll summary report.