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The Expenses tab on the client profile lets you record expenses that are charged to the client or reimbursed to a worker. Expenses flow through to data export for invoicing.

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Adding an expense

Open the client profile and navigate to the Expenses tab. Expenses tab on client profile Click to add a new expense, fill in the relevant details, and click Save. New expense form

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Managing expenses

Once an expense is entered:
  • Use Edit to make changes
  • Use Upload to attach relevant invoices or receipts
Only the latest uploaded file is saved per expense.
Expense with edit and upload buttons

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Expense categories

Expense categories are managed under Maintenance → Categories. Expense categories in Maintenance Categories appear in the drop-down when entering a new expense.

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Charging and reimbursing

Charge and reimbursement options

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Expenses from Vworker

Workers can submit expenses through the Vworker mobile app. These appear on the client’s Expenses tab in Visualcare, where you can edit them to mark them as chargeable or payable before exporting.

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Exporting expenses

To export expenses, navigate to Timesheets → Data Export and open the Expenses tab. Select the expenses you want to export, then choose the appropriate export action:
  • Click Export Expenses to export client charges as an invoice
  • Click Export Reimbursements to export worker reimbursements
Make sure each expense has the correct charge or reimbursement settings before exporting. Client charges need an agreement, service, and charge code selected. Worker reimbursements need the worker and reimbursement code selected.

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Running into issues?

See Client management troubleshooting for common errors and fixes.

SAH financials

Manage HCP and SAH budgets and financial exports

Creating agreements for rostering

Set up agreements that expenses link to