How do I reclaim an expense?
We encourage clients to manage any costs or bills themselves.
If frequent expenses are likely to be incurred, we recommend arranging a prepaid debit card that your client can "top up" for you to use. Good examples of this are:
You must never share your own bank details directly with a client at Virtalent - this presents a poor impression of the service we offer.
Therefore, for one-off sundry expenses, we offer the facility for you to log expenses to a client account, to make both yours and your client's life easier.
If you need to log an expense (e.g. travel costs), always first check you have obtained written permission from your client that they are happy for you to do this. It is also vital to manage the client's expectation on costs. We don't want them to be surprised by this!
Adding an expense to Dash
To log an expense, head to the Expenses tab within a client's account. You'll be prompted to:
- Name the expense (e.g. train ticket to Brighton)
- Make a note of any extra relevant information in the description box (e.g. dates of travel, reason for trip)
- Choose the date the expense was incurred (i.e. the date on the receipt)
- Enter the total amount you paid out
- Upload your receipt (you cannot claim an expense without this)
- Check and submit the expense
- Dash will only allow you to add expenses up to the value of £50. Any expenses over this amount will need to be emailed to support@virtalent.com along with the approval from the client to incur the expense. The Client Success team, will then review and submit the expense on your behalf in Dash.
This will add the expense to the client's account.
It will then appear on your next invoice to Virtalent - you will be automatically repaid.