---
title: "My Expenses — Clock Clerk user guide"
description: "The My Expenses screen in Clock Clerk: your claims for a month, what each column and tag means, adding and editing a claim, receipts, and every button with when it appears."
url: "https://clockclerk.com/guide/screens/expenses"
---

Screens

# My Expenses

Your own expense claims, a month at a time: what you spent, on which project, whether the client is charged and whether you are paid back, with the receipts. How a claim is approved, billed and paid back is in [Expenses and reimbursements](https://clockclerk.com/guide/workflows/expenses-and-reimbursements.md).

![My Expenses for October 2026, for a User, with the month arrows and Add expense. Three claims, each dated by day and month alone: on Oct 1, a return train to the Atlas depot, $64.20 under Travel, Billed, Reimburse, with its receipt; on Oct 1, lunch on site, $14.75 under Meals, not charged to the client, Reimburse, no receipt; and on Oct 6, a database IDE license, $39.00 under Software, Billed, Reimburse, tagged Receipt needed. Each is marked Submitted. The month total is $117.95.](https://clockclerk.com/guide/img/expenses-month.webp)

A month of claims, all submitted with their weeks, one still short of its receipt.

## Who sees it

Everyone in your organization except guests, contractors included. It is **My Expenses** in the menu, under **My time**, at [/expenses](https://app.clockclerk.com/expenses), and **Expenses this week** on [My Week](https://clockclerk.com/guide/screens/week.md) opens it on that week's month. It is on every plan.

It only ever holds your own claims. Nobody else can open them here, an administrator included; a reviewer sees them on [Approvals](https://clockclerk.com/guide/screens/approvals.md) with the week they are dated in.

An administrator can turn Expenses off for the whole organization. While they are off, **My Expenses** is gone from the menu and from **Jump to**, **Expenses this week** is gone from My Week, and opening /expenses takes you to Home. Nothing is deleted: claims you already submitted still go on to be approved and paid back, and when Expenses is turned on again every claim is here as you left it. A claim you had not submitted yet is submitted with its week as it stands, without asking for its receipt.

## The top bar

- The month, under **My expenses**. **‹** and **›** go to the month before and after, and **This month** comes back when you are elsewhere.
- **Reimbursements**, for Finance users and administrators: the same month's reimbursement run, on [Reimbursements](https://clockclerk.com/guide/screens/reimbursements.md).
- **Add expense**, once your organization has expense categories.

## The claims

One row per claim dated in the month:

- **Date**, **Client · Project**, **Category** and **Description**. The date is the day and month alone, such as *Oct 1*, since the month is in the title. A claim a reviewer declined says **Declined** under its description, with their reason and name.
- **Charged to client**: **Billed** if the client will be charged, **Not billed** if it is ticked billable but its project is not billed to the client, and **No** otherwise.
- **Reimbursable**: **Reimburse** if you paid it yourself and are to be paid back, **No** otherwise.
- **Receipt**: the file's name, which downloads it, with **Replace** and **Remove**; or **Attach receipt**. **Receipt needed** marks a claim over the receipt threshold with none; the week it is in cannot be submitted until it has one. A claim submitted before its threshold was lowered can still say **Receipt needed** beside **Submitted**, as the database IDE license does above: a lower threshold never reaches back into a week already submitted, and there is no **Attach receipt** until the week is reopened. **None** means none is needed or attached.
- **Amount**, and at the foot, the **Month total**.
- Last, **Edit** and **Delete** while you can still change the claim, or a tag saying why you cannot: **Submitted** (submitted with its week), **Billed** and an invoice's number, **Paid back** and a contractor protocol's number or a reimbursement batch, or **Sent to** and your ERP's name. A claim can carry two, such as billed to the client and paid back to you. [Why an expense cannot be changed](https://clockclerk.com/guide/workflows/expenses-and-reimbursements.md) says what lifts each.

On a phone, or any window too narrow for the table, each claim is a card instead of a row: its date and amount at the top, then each value labeled with its column's name, and last its **Edit** and **Delete**, or the tag saying why it cannot be changed. The **Month total** sits on its own line under the cards. A printout is always the table.

A month with no claims says, for example, *No expenses in October 2026. Use **Add expense** to record one.* Before an administrator has added any expense categories, it says *Nothing can be claimed yet: an administrator needs to add expense categories first.* and there is no **Add expense**.

An administrator also sees a **Create expense category** link after that message, which opens [Expense categories](https://clockclerk.com/guide/screens/admin-expense-categories.md) with a new category ready to fill in. While your organization is read-only, there is no link.

## Adding and editing a claim

**Add expense** opens **Add an expense**, and **Edit** opens **Edit expense**, with the same fields:

- **Date**: a new claim starts at today, or at the first of the month you are looking at.
- **Amount**: over zero, to the cent, in your organization's currency.
- **Project**: the projects you can book time to, grouped by client.
- **Category**: your organization's active categories. A claim made under a category that has since been retired keeps it.
- **Description**: what it was for, up to 500 characters. A client reads it on their invoice if the claim is billed.
- **Billable to the client**, which starts from the category's default, and **Paid out of my own pocket**, which starts ticked.

**Add expense** or **Save changes** is disabled until every field is filled in with an amount over zero. A claim cannot be dated in a week that is already submitted.

## Buttons and when they appear

| Button | What it does | When you have it |
| --- | --- | --- |
| ‹, ›, This month | Move between months. | Always; **This month** away from the current month. |
| Reimbursements | Opens the month's reimbursement run. | Finance users and administrators. |
| Add expense | Opens **Add an expense**. | Once there are expense categories. Disabled while your organization is read-only. |
| Edit | Opens **Edit expense**. | On a claim not yet submitted, billed, paid back or sent to your ERP, unless your organization is read-only. |
| Delete | Asks **Delete this expense?**, then **Delete expense** removes it. | As for **Edit**. |
| Attach receipt | Picks a photo (JPEG, PNG or HEIC) or a PDF, up to 5 MB, and attaches it. | On a claim with no receipt, as for **Edit**. |
| Replace | Swaps the receipt for another file. | On a claim with a receipt, as for **Edit**. |
| Remove | Asks **Remove this receipt?**, then **Remove receipt** takes it off. | As for **Replace**. |
| The receipt's file name | Downloads the receipt. | Whenever the claim has one. |

Each change is checked again when you press it, so a claim whose week was submitted in another tab is refused with the app's reason. Your own claims are the only ones you can change (see [Your own work](https://clockclerk.com/guide/roles.md)).