How do I submit my costs and request spend uplifts?

1. Access Your Dashboard

• Open your Expansive dashboard.

• Locate the tile labelled "Costs to Submit" — this shows how many work orders are ready for cost submission

2. Open the Work Order List

• Click the "Costs to Submit" tile

• A list of completed work orders will be displayed, ready for billing

3. Select a Work Order

• Click on the work order you want to submit costs for

• Navigate to the "Costs" section of the work order

• Confirm the billing status is marked as "Draft" — this means it’s ready for editing

4. Review Pre-Populated Costs

• Pre-populated entries (e.g., Call Out and Labour) may already be present

• These are calculated automatically from engineer time logs and rate cards

5. Verify Time Logs

• Check the "Time" tab to ensure visit durations match those used to calculate costs in the "Cost" tab

6. Add Extra Expenses (if needed)

• In the "Cost" tab, click "Add Cost"

• Choose a Cost Type from the dropdown (e.g., Travel, Parts, Call Out, Labour)

• Provide:

  • A description,

  • The quantity, and

  • The amount.

• Click Save

7. Stay Within Spend Limit

• Ensure your total cost does not exceed the spend limit (displayed at the top of the screen).

8. Request Uplift (if needed)

• If costs exceed the spend limit:

  • Click "Spend Limit"

  • Select "Request Uplift"

  • Enter your proposed new limit and the reason

  • Click Save — the request will be sent to your client for review and approval

9. Submit for Review

• Once all costs are added and reviewed:

  • Click "Submit for Review"

  • The billing status will change to "Submitted"

  • Your client will be notified via their dashboard

10. Confirmation

• The submitted work order will disappear from your "Costs to Submit" tile — this confirms successful submission

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