Ezitracker’s Expense Management feature lets you record and submit work-related expenses directly from your mobile device. You can link expenses to job sites, track approval status, and sync with your company system automatically when online.
Contents
Accessing the Expense Feature
Open the Ezitracker app and enter your PIN.
Tap the Expenses tab at the bottom of the screen.
View your expenses organized by status.
To create a new expense from any screen:
Tap the menu icon (three dots or lines).
Select New Expense.
Viewing Your Expenses
Expenses are grouped by status:
Draft – Saved but not submitted.
Submitted – Awaiting approval.
Declined – Not approved.
Approved – Approved and ready for reimbursement.
Tap any expense to view its details.
Creating a New Expense
Step 1: Start a New Expense
Tap the menu icon in the Expenses tab.
Select New Expense.
Step 2: Fill in Expense Details
Expense Type (Required): Choose from Travel, Meals, Accommodation, etc.
Site (Optional): Start typing and select from suggestions. Auto-filled if logged into a site.
Amount (Required): Must be greater than zero.
Date (Required): Cannot be in the future.
Notes (Optional): Add context or details.
Step 3: Save or Submit
Save as Draft: Tap Save to edit later.
Submit for Approval: Tap Submit to send. Submitted expenses are read-only.
Editing an Expense
Only Draft expenses can be edited:
Tap the draft expense.
Make changes.
Tap Save or Submit.
Submitted, approved, or declined expenses cannot be edited.
Submitting an Expense
To submit a draft:
Open the draft.
Review details.
Tap Submit.
Status changes to Submitted and syncs automatically when online.
Deleting an Expense
Only Draft expenses can be deleted:
Press and hold the expense.
Confirm deletion.
Note: Deletion is permanent.
Expense Status Explained
Draft: Editable, not visible to approvers.
Submitted: Awaiting approval, read-only.
Declined: Not approved, read-only. Contact your manager for clarification.
Approved: Ready for reimbursement, read-only.
Syncing Expenses
Automatic syncing occurs when online. To sync manually:
Tap the menu icon in the Expenses tab.
Select Sync Now.
Manual sync uploads pending submissions and downloads status updates.
Offline Support: You can save expenses offline. They’ll sync when reconnected.
Tips and Best Practices
Save Regularly: Avoid losing data.
Use Accurate Dates: No future dates allowed.
Link to Sites: Helps with job costing.
Add Clear Notes: Improves approval speed.
Submit Promptly: Ensures timely reimbursement.
Check Status Often: Follow up on declined expenses.
Validation Rules:
Amount > 0
Site name must match exactly
Date must be valid
Troubleshooting
Expenses Tab Missing? Feature may be disabled. Contact your administrator.
Site Name Not Saving? Select from dropdown suggestions.
Can't Edit? Only drafts are editable.
Not Syncing? Check connection and use Sync Now.
Need More Help?
If you're still having trouble, feel free to contact support with the details mentioned above. We're here to help!