Expense Audit

Daily Audit of Expenses

To do an daily audit of expenses, logon to Chase.com and view charges on one screen and generate and view the expense report from Service Fusion on your other screen. This audit is to be preformed on a daily basis so use the expenses from the previous day.

To Pull Up Chase:

1. Log into Chase.com

2. From the Accounts Tab go to Account Activity

   1. This will pull up all combined credit card activity from all employee cards, you will need to only focus on Repair Pro Cards

   2. Click down (Cards with arrow) to pull down menu to see individual cards.

3. As most charges take 2-3 business days to process, for the daily expense audit you will need to use pending charges.

4. You can not download pending charges so you will need to go into each person's card to check their pending expenses vs. what has been recorded in Service Fusion.

5. Once you are on an employees card, compare pending charges to the Service Fusion expense report for the day

To pull up Service Fusion Expense Report:

1. Log into Service Fusion

2. Go to Reports> Reports Dashboard

3. Under Expense Report, you will want to run the Reimbursable Expenses by Employee: Custom

4. Choose your date range

5. Make sure to include jobs that are open and closed out (both check boxes, should be checked)

6. Do not check the box for Non-Reimbursable

7. Leave Customer Name and PO/Ref # blank

8. Expense Categories: All Categories

   1. Make sure all expense categories are used correctly

9. Tech(s) Assigned: Choose your first tech

10. Generate Excel and Open

• • You won’t need all the information from this page, you will just need:

    • Expense Date

    • Customer

    • Purchased From

    • Amount

  • You can either hide the columns or delete on the Excel sheet

Using both reports/screen compare and mark off recorded expenses and make note of which expenses still need to be recorded.

Make notes on what is missing, incorrect, missing from credit card statement, etc.

• Notes:

  • Sometimes one person records the expense, but it might be on someone else's card

  • Cross reference credit card activity

Alerting Team Members to Mistakes and Errors

• You will need to call and email each team member their missing and mistakes with a deadline to fix them.

How to fix error mistakes for Expense Audit?

When you find that team member forgot to input an expense you will need to either add the missing expense to an open job for the property or create a new job with the missing expense (link to creating jobs).

Make sure to use the date from the missing expense not the date you are entering it. This method will match up with the credit card statement.

Do not input the missing expense on an already invoiced or closed job. This will mess up the accounting as an invoiced job means that payment has already been made and it WILL NOT GET REIMBURSED.