support Click to see our new support page.
support For sales enquiry!

Expense Management In Odoo


Neenu RobinAug. 4, 2019

Odoo Expense Management

The Odoo’s Expense Management app can viably manage expenses in an organization. Expense Management in odoo made many companies to increase their revenues and reduce their loses. Moreover, expense management has the chief goal of streamlining the process by which expenses incurred by employees are reliably and accurately remitted to employers. If these information's are not loaded correctly companies might faces loses.

How to book expenses in Odoo ?

Save time on expense reports, Stop losing receipts,Manage expenses per team,Share the workload between departments and Fully integrated with Odoo Apps.

Creation of different types of Expenses (Expense Products)

Odoo manages expense types as expense products. Expense products listed under the configurations of Expense Management App.

Expenses → Configurations → Expense Products →Create

Creation of expense-Odoo

Enter the details of the expense products. Under the invoicing tab, select Delivered quantities .

details of the expense products-Odoo

Re-invoicing Expense

Re-invoicing is required when the particular expense is for a customer, like any of our employees visited the customer site for any customer requested services. In such cases companies can re-invoice the amount to customer.

If the expense is for our own company purpose, then set ‘no’ to re-invoice expense.

At cost means the company is invoicing the exact expense  amount to the customer and Sales price means the company can add a profit margin to the expense cost and invoice it to customer.

Setting of Cost

Setting of cost will depend on the nature of the cost. Some time a few companies will fix a particular amount to reimbursed. For an example:

• Travel with Personal Car:

• Cost: 0.30 (the price per mile reimbursed by the company is fixed)

But sometimes employees need to report the real cost per expense. Like restaurant bill and hotel bills. In such cases kept the cost as 0.

Odoo Expense Management

  • Creation of an Expense

To create an expense select Expenses to Submit under My Expenses

Expenses → Expenses to Submit → Create

Expense create -Odoo

Enter the expense details in the window.

expense details- Odoo

  • File Attachment

Odoo Expense management has the feature of attaching any documents related to the expense. Simply take an image of the document and attach it to the cost.

File Attachment- Odoo

Currently the Documents Tab showing 0. Currently no files attached. Next, to attach a file select document tab and Create.

Document → Create

Document-attachemnt -Odoo

Enter the attachment name,upload file and then save it.

Then select Submit to manager button. The expense will sent to the manager for approval.

The employee can check the list expenses he submitted and its current status.

expense to submit -Odoo

  • Expense Approval / Refusal

Moreover, once the employee submits the expense for approval, then the manager can either approve the expense for reimbursement or refuse it. Manager can select all the expense by a particular employee and approve it altogether.

Expense approval -Odoo

Once the manager approved and post the expense the employee can see the change of status in real time.

change of status -Odoo

Status of the expense changed to posted.

Once the approval done by manager the accountant can reimburse the amount to employees. As a result,

the paid amount will automatically posted in the invoice management. No need of posting expense manually to the account management module. The status of the expense will changed to paid.

expense status-paid-Odoo

When creating an expense there is an option for selecting Sales Order.

Sales Order Option- Odoo

Once the expense posted, the entry will be generated in the sales order for the customer automatically.

expense posted-Odoo

Then we can invoice the expense directly from the sales order to the customer.

invoice the expense- Odoo

Odoo Expense Management with analytic accounting

Analytic account can used for analyzing cost of a company, re invoice time to a customer, analyze the performance of a service or a project.

When creating an expense we can associate an analytic account related to it.

Once the expense submitted, approved and reimbursed to the employee, a new entry will generated in the analytic account related to the customer.

In addition, analytic accounts are visible under the configuration of invoicing app.

analytic account- Odoo

Invoicing → Configurations → Analytic accounts

Once an expense posted with an analytic account, a new entry will generated in the analytic account associated with it.

new entry- Odoo

total expense amount- Odoo

The total expense amount associated with this project displayed:

total amount is negative -Odoo

Further, the total amount is negative to show that the expense amount not invoiced to customer.

-total amount is negative -Odoo

Once the invoice generated and payment done the balance amount become zero.

Balance-0-payment- Odoo

In short, here we familiarize you with a module or app which help you to book expense in accounting.

Application for Expense Management in odoo


LinkedIn LinkedIn