Expense Reports?

Ray Sanchez

Is there a good way to do expense reports on Smartsheet by collecting info from are Field.

Example, We have a guy in the field that needs to turn in receipts. They need to take a picture of the receipts and feel out a expense report that I created. Then that info goes straight to are accountant.

I was looking at forms but not sure how it works just yet.

Is this possible to do?

Tim Shaded

This could be done with a centralized sheet serving as a master log to capture all of the pictures. A single form can be created for field personnel with an option to attach pictures of receipt and fill out some relevant information for submission (ie. project number, date, $ value, etc.). Forms can be easily filled out through a Smartsheet app on a smartphone. Each submission would automatically populate on a new row in the log file. The log file could have additional columns for data entry on processing end. From there, all data can be further aggregated as needed for accounting purposes with formulas, as needed.

Ray Sanchez

I am going to have to give this a try in the next couple of days.

Also, The form will only be seen from the person in the field and they wont be able to see the Sheet, Correct?

Andrée Starå

Hi @Ray Sanchez

I hope you're well and safe!

Here are two Templates/Template Sets that could work as an excellent starting point.

https://www.smartsheet.com/marketplace/templates/expense-report

https://www.smartsheet.com/marketplace/template-sets/expense-tracking-and-reporting

Would any of those work/help?

I hope that helps!

Be safe and have a fantastic week!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Tim Shaded

Correct. You could share only a link to the form, or optionally share out access to the sheet it self. Access to the sheet is not required to submit form entries.

Ray Sanchez

Thanks. still have not tried it yet. hopefully next week I will be able to.