Help Center

Processing Expenses: Marking Paid and Recorded

After an Expense is Signed

Once all required approval signatures are collected, the expense status changes to Signed. As treasurer or bookkeeper, you now process the payment.

Reviewing the request

  1. You’‘ll get an email notification with a link to the expense. You can also go to your Queue, expenses ready for processing are listed at the top.
  2. Review the budget details to make sure the right category is selected and the request is within budget. All requests paid and unpaid are included in the calculation for Actual so that you can choose which expenses to pay first when a budget is at risk of going over.
  3. Review the rest of the request for correctness. If needed, you can edit the request to correct small errors. Any change to the payee’s name or total amount being requested will reset all signatures and require a new review by everyone in the chain.
  4. Sign the request if everything looks good.

Marking as Paid and Recorded

  1. Enter the Payee details into your bill pay system. Details like name and address can be easily copied by left-clicking the text once.
  2. Once payment is made, and you have a check number or transaction number, enter that in the appropriate field and click, Paid.
  3. Enter details about this expense into your accounting system (QuickBooks, myPTEZ, etc.).
  4. Click Recorded

This is the final status, confirming the expense is fully processed and in your books.

Filtering Expenses

You may prefer to work in batches where you do all of your approvals, then all of your payments, and so on. Use History to filter expenses by status. This makes it easy to see: