Suggestions for best practice in my scenario
I'm currently evaluating Expensify and I'm just wondering if one wants to add their tuppence to my proposed use-case before we commit.
At any one time we are running approx. 100 concurrent projects, all of which have expenses billable to the client. Some projects need per diem rates against them (which are usually unique per project), some don't, and we use external contractors to deliver some of these projects. Often, a contractor will be working on multiple projects concurrently, and we don't want a contractor to be able to add expenses against a project they aren't working on (or indeed even see anything to do with other projects).
My thought is to use a Policy per project, and assign the Policies to the contractors. In this scenario, I can see the reports are split on a per-policy basis which is desirable for us, and we can assign different markups across policies. My questions are:
- Do markups apply to per diems, and/or can we assign a billing price to them i.e. contractor is reimbursed £100 per day, but we charge them out to the client at £110 per day?
- The user experience of switching Policies seems a little clunky, can the Policy be assigned at the point of entering the expense (a bit like the Tags/Categories functionality)?
- When a project ends and all expenses have been submitted and completed, is there a way to "deactivate" a Policy, or should we just delete the policy? If we delete, what happens to the history associated with that Policy?
The only other alternative I can see is having a Policy per contractor, but this throws up other problems:
- Whilst I could create and enforce Tags on these Policies to represent each project, I can't see how I'd handle multiple per-diem rates across projects (i.e. make sure it was idiot-proof against a contractor picking an incorrect rate for a project).
- All expenses get submitted in a single report which is convenient when reimbursing the contractor, but looks to be more difficult to invoice out to the various clients (unless I've missed something)
- Again when a project ends, what's the mechanism to "deactivate" a Tag?
Does anyone here have suggestions on my proposed use-case? I don't know if it's worth mentioning but we use Xero for accounting (if that makes any difference?).