Streamlining Expense Management for Accurate Invoicing in Keka PSA

Overview

In this guide, you will learn how to:

• Tag project expenses as reimbursable or non-reimbursable
• Configure these tags at the project or invoice level
• Ensure accurate client billing through streamlined expense categorization
• Improve project-level financial tracking and invoicing

Who Can Do This?

• Project Managers
• Finance Teams
• PSA Admins
• Any user with access to project expenses and invoicing permissions

Pre-requisites

1. Expenses must be submitted and approved for the project
2. Invoice creation rights must be enabled for the user
3. The project must be active and linked to a billing model

Step by step instructions

Navigate to the Project

1. Log in to the Keka portal.
2. Go to Projects from the top menu.
3. Click on the desired Project Name.
4. Navigate to the Expenses section.

Tag Expenses for Reimbursement

You can tag approved expenses in two ways:

A. At the Project Level

1. Open the Expenses tab under the project.
2. Review the list of approved expenses.
3. For each expense, select either:
   • Reimbursable – To include in the client invoice
   • Non-Reimbursable – For internal tracking only
4. Click Update to save the selection.
   
   

B. During Invoice Creation

1. Navigate to Invoices > Create Invoice.
2. In the invoice generation wizard, all approved expenses for the billing period will be listed.
3. Select the reimbursement category for each item:
   • Reimbursable or
   • Non-Reimbursable
4. Proceed with invoice generation as usual.

Finalize and Generate the Invoice

1. Review all expense entries before submitting the invoice.
2. Ensure only reimbursable expenses are included in the final billing.
3. Click Generate Invoice to complete the process.

Notes

• You can link expenses to specific tasks for more granular tracking.
• Expenses once marked as reimbursable cannot be changed after invoice generation.
• Make sure billing period selection matches the expense approval period to avoid missing entries.

How It Connects with Other Modules

FAQs

Q: Can I tag bulk expenses as reimbursable?
A: Currently, tagging must be done one by one during invoice creation or from the project expense list.

Q: What happens if I tag an expense incorrectly?
A: You can re-tag before invoice generation. Once invoiced, the tag becomes locked.

Q: Can I view a breakdown of reimbursable vs non-reimbursable expenses?
A: Yes. Navigate to the Expense Report from the project dashboard.

Troubleshooting

Expense not appearing during invoice creation?

• Check if the expense is approved and falls within the billing period.

Tagging option not available?

• You may not have the required invoice or project permissions.