Manage Contractor Expenses

Contractors can submit expense requests through RemoFirst for client review. Clients can also create an expense request on behalf of a contractor.

Once an expense is approved, it is automatically added to the contractor’s next invoice.

Review an expense request

A contractor’s expense request should include:

• Expense name and category.
• Amount and currency.
• Expense date.
• Description.
• Receipt or other supporting documentation.

Once submitted, the expense request is sent to the client for review.

Before taking action, confirm that the expense:

• Relates to the contractor’s engagement.
• Matches the attached receipt or supporting document.
• Uses the correct amount and currency.
• Has not already been submitted or reimbursed.
• Meets the expense arrangements agreed with the contractor.

Approval or Rejection

• Approve: Approve the request if the information is complete and accurate. The approved expense will be automatically added to the contractor’s next invoice.
• Reject: Provide a clear reason, such as missing documentation, an incorrect amount, or an expense that does not meet the agreed requirements. The contractor can correct and resubmit the request.
• Where necessary, communicate important approval or rejection decisions directly to the contractor, as automated notifications may not cover every outcome.
   

Important: Review each expense carefully before approving it. Once approved, it will be included in the next applicable invoice and should not be submitted again.

Submit an expense on behalf of a contractor

Before starting, make sure you have the correct expense details and supporting receipt.

• Go to Payroll > Expenses.
• Select + Add.
• Select the relevant contractor.
• Enter the expense name and choose the appropriate category.
• Enter the amount and currency.
• Add the expense date.
• Enter a short description.
• Upload the receipt or other required supporting document.
• Review the information and select Submit.
• Review and approve the expense request when it becomes available for action.

After approval, the expense will automatically be attached to the contractor’s next invoice.

Important: Do not submit the same expense more than once. If its status is unclear, review the existing expense request before creating another one.

Need assistance?

Chat with us or use the support option in the RemoFirst Help Center and select Contractor Success.

Include the company name, contractor name, expense amount and currency, expense date, and a clear explanation of the assistance you need.