Using Clarizen Expense Sheets for POs

Table of Contents:

  1. Expense Sheets Overview
  2. Viewing Expense Sheets
  3. Prepare a Project for Expenses
  4. Create & Submit an Expense Sheet for Approval
  5. Review and Approve OR Defer/Reject an Expense Sheet
  6. Request an Increase or Decrease to an Approved Expense Sheet
  7. Reconcile an Expense Sheet
  8. Close a PM-Reconciled Expense Sheet
  9. Appendix: Revenue Departments & Expense Categories


Expense Sheets Overview

Expense Sheets are forms that are related to a single campaign, and contain information about an outsourced cost for a project. The Expense details within the Sheet include the vendor, amount, approval status, and more.

Adding an Expense Sheet to a campaign factors the non-labor costs into the campaign’s financial calculations. As the Expense Sheet “State” changes throughout the approval processes the Expense dollar amount will be reflected in different financial fields as shown below.

Expense Sheet State Draft Submitted (Pending Approval) Approved
Finance Field on the Project N/A Amount does not impact project Projected Expenses Actual Expenses

Actual Cost

(Includes Expense Amount + Labor Cost from Resource Timesheet Entries)

Revenue EV Actual Revenue

Project types that require and do not require Expense Sheets are outlined below. 

Require an Expense Sheet Do not Create an Expense Sheet
  • Digital Advertising Spend
  • Fulfillment: GiftCards, Incentive items, Promotional Items, Print/Postage
  • Pass-Through: Event COGs, full Pass-Through to other execution companies
  • Software: Hubspot, Salesforce CRM
  • Data: Contact list purchases
  • Part-time Alliance Partners/1099s (Where we are not capturing resource time data)
    • Michael G., Jamie T., Kevin L.
    • The Draw Shop for whiteboard videos
    • Consulting partners: Paul Krappman, Denise Bahs, Mimi, Victoria
  • Full-time Alliance Partners/1099s: Full-time team members are Clarizen users and we are already capturing their Actual Effort/labor cost data via Timesheets
  • Software purchase or subscriptions that are not campaign-specific, and are used across TSL with shared account seats (E.g. Screaming Frog for SEO)

 


Viewing Expense Sheets

Lists of Expense Sheets related to a campaign are displayed by using the Financial View on the parent project level. The Expense Sheet module is located below the Work Plan. Note that if there are no Expense Sheets related to the campaign, the Expense Sheet module will not appear.

 

Expense Sheets Views_1

Click the Expense Sheet "Description" hyperlink to view the Expense Sheet Details page below. 

 

Expense Sheets Views_2

Use the following Views within the Expense Sheets module to view Expense Sheets across campaigns.

  • All Expense Sheets: Unfiltered, and shows all Expense Sheets in the system.
  • Draft: Still in planning and must be Submitted to request approval.
  • Submitted: Submitted and require Finance action (Approve or Reject).
  • Approved: Approved by Finance.
  • Deferred/Rejected: Rejected and require manager action and edits.
  • Finance View: Approved and Not Reconciled: Expense Sheets that have been Approved with the original PO Amount. Manager has not revised the Amount or marked as Reconciled.
  • Finance View: PM has Reconciled Amount: Expense Sheets that the manager has updated with the actual, final cost. These require Finance action to close.
  • Finance View: Closed POs: Expense Sheets that have been reconciled by manager and closed by Finance.

 

Expense Sheets Views_3

 


Prepare a Project for Expenses

  1. Navigate to the Campaign Parent Project in Clarizen.
  2. Change View to “Financial View”.
  3. Review your campaign to check if there are subprojects for each tactic that will have an expense. Add any that are missing. Note that these services require MULTIPLE subproject templates to properly record the expense:
    1. Digital advertising 
      1. [Channel] Ads: $x Setup | $x Management
      2. [Channel] Ads: $x Click Spend | $x Pass Through
    2. Fulfillment
      1. Fulfillment: Incentive Costs $x | Pass Through Fee $x
      2. Fulfillment: Finance Management $x (20% of Incentive Cost)
  4. Review the Fixed Price field on subprojects for each tactic that will have an expense, and adjust as needed per the following guidelines
Service Type Subproject "Fixed Price" Field Must Include
Advertising [Channel] Ads: $x Setup | $x Management Setup fee + Management fee
[Channel] Ads: $x Click Spend | $x Pass Through Click Spend + Pass Through fee amounts
All other services All other service subprojects TSL Fee including the Expense and related Pass Through fee amounts

 

 

Create & Submit an Expense Sheet for Approval

There must be one Expense Sheet and related Expense per cost item. This will allow us to request, approve, reject, increase, decrease, reconcile, and report on each Expense separately. Do not add multiple Expenses to one Expense Sheet.

  1. Navigate to the Campaign Parent Project in Clarizen.
  2. Change View to “Financial View”.
  3. On the Work Plan grid, highlight the Parent Project using the selection checkbox.
  4. In the Work Plan menu, click the blue text “Add Related”.
  5. In the Work Plan menu, click the gray “Expense Sheets” button.

 

Create and Submit an Expense Sheet for Approval_1

6. In the “Add Expense Sheets” window that opens, rename the Expense Sheet with the Project Transfer Number and expense type.

7. Click the [ + ] button to add Expense details to the Expense Sheet.

 

Create and Submit an Expense Sheet for Approval_2

8. Enter a simple Description of the Expense.

  1. You may want to include detail that will help identify this expense from similar ones on the same campaign, i.e. “LinkedIn Security Campaign”, “LinkedIn Power Campaign”
  2. If the Expense is for a Marketing Automation Platform subscription, follow the naming convention to include the subscription timeframe: "Hubspot Subscription: MO/YEAR - MO/YEAR"

9. Use the “Expense Category” picklist to choose the appropriate expense type. Refer to Appendix on pg. 22 for descriptions and use cases.

 

Create and Submit an Expense Sheet for Approval_3

10. Use the "Work Item" picklist to associate the expense to the related project.

a. Click the three-dot ellipsis to open the picklist. Type the numbers from the Project Transfer Number into the Search bar to locate the campaign.

b. Select the related subproject work item:

i. For Advertising, select the subproject “[Channel] Ads: $x Click Spend | $x Pass Through” which has the Expense Amount included in the Fixed Price.

ii. For all other tactics, select the single related subproject.

c. Click the blue “OK” button.

 

Create and Submit an Expense Sheet for Approval_4

11. In the “Amount” field, enter the dollar Amount of the Expense only. Do not include pass-through fees, margin, setup, or management budget amounts in this field.

12. Optional: If you want to include additional notes for reference, enter a comment about the Expense.

13. Click the blue “Save” button. The Expense Sheet has been created and is in Draft state, and has not yet been submitted for approval.

 

Create and Submit an Expense Sheet for Approval_5

14. Open the Expense Sheet and review details. Confirm that the "Expense Margin Amount Expected" has been accounted for in the related project's Fixed Price.

15. Submit the Expense Sheet:

a. On the Expense Sheets grid below the Work Plan, highlight the new Expense Sheet using the selection checkbox.

b. Click the gray “Mark As” button and select the “Submit” option from the picklist. The Finance Approver has been notified via email alert

 

Create and Submit an Expense Sheet for Approval_6

The “Amount” of the Submitted Expense will appear in the “Projected Expenses” field. Once it is Approved, the Amount will transfer from “Projected Expenses” to “Actual Expenses” field.

 

Create and Submit an Expense Sheet for Approval_7

 


Review and Approve OR Defer/Reject an Expense Sheet

Applicable to all PO Versions

Responsible: Finance Approver

1. Receive Clarizen email alert with subject line, “Request to open a new PO was submitted”.

2. Click link in email to open the “Expense Sheet Details” view in web browser and review details submitted.

 

Review and Approve OR DeferReject an Expense Sheet_1

3. Move cursor over the right side of the “Default Project” name until the gray and white arrow appears. Click the arrow once to navigate to the project the Expense Sheet was submitted against.

 

Review and Approve OR DeferReject an Expense Sheet_2

 

Review and Approve OR DeferReject an Expense Sheet_3

4. On the Project Details page, change View to the “Financial View”.

 

Review and Approve OR DeferReject an Expense Sheet_4

5. Scroll down to the Work Plan to review budget allocated to tactics and expenses as needed.

6. Scroll down to the Expense Sheets section to locate the Expense Sheet in review.

7. If the request will be approved, follow steps in order below. If not, continue to Step 8.

a. Enter the associated PO Number in “PO Number” field.

b. Highlight the Expense Sheet row using the selection checkbox.

c. Click the gray “Mark As” button and choose the “Approve” option from the picklist. The Requestor has been notified via email alert.

 

Review and Approve OR DeferReject an Expense Sheet_5

8. If the request will not be approved:

a. Highlight the Expense Sheet row using the selection checkbox.

b. Click the gray “Mark As” button and choose the “Defer” option from the picklist. The Requestor has been notified via email alert.

c. Click the hyperlinked Expense Sheet “Description” field to navigate back to the Expense Sheet Details page.

 

Review and Approve OR DeferReject an Expense Sheet_6

d. In the Discussions panel, “Reply” to the auto-post with a message about why the Expense Sheet was not approved. Click the blue “Reply” button. The Requestor has received the comment via email alert.

 

Review and Approve OR DeferReject an Expense Sheet_7

 


Request an Increase or Decrease to an Approved Expense Sheet

1. On the Work Plan, increase or decrease the Fixed Price on the expense-related subproject and add/update others impacted by the reallocation of budget.

Before Step 1:

 

Request an Increase or Decrease to an Approved Expense Sheet_1

After Step 2:

 

Request an Increase or Decrease to an Approved Expense Sheet_2

2. Click the hyperlinked Expense Sheet “Description” field to navigate to the Expense Sheet Details page.

 

Request an Increase or Decrease to an Approved Expense Sheet_4

3. Click the gray “Mark As” button and select the “Reopen” option from the picklist. The Expense Sheet's State is now Draft.

 

Request an Increase or Decrease to an Approved Expense Sheet_5

4. Click the Expense Amount field and update with the new amount.

 

Request an Increase or Decrease to an Approved Expense Sheet_6

5. Click the "PO Version" field and select "Increase Request" OR "Decrease Request".

 

Request an Increase or Decrease to an Approved Expense Sheet_7

6. Click the gray “Mark As” button and select the “Submit” option from the picklist. The Finance Approver has been notified via email alert. You will receive an email alert when the Finance Approver has processed the Increase or Decrease Request.

 

 


Reconcile an Expense Sheet

  • This process should be followed as soon as the Expense has been fully spent for its purpose (ie. Ad campaign is fully completed, software license purchase took place).
  • Completion of these steps will alert Finance to reconcile the expense in accounting systems, and close the PO.
  • The Project Lead must update all Expense Sheets on a campaign in order to fully close the campaign.
  • All Expense Sheets should eventually be marked "Reconciliation".

1. On the Expense Sheet Details page, click the gray “Mark As” button and select the “Reopen” option from the picklist.

 

Reconcile an Expense Sheet_1

2. Click the Expense “Amount” field and update with the final, actual spend amount.

 

Reconcile an Expense Sheet_2

3. Click the "PO Version" field and select "Reconciliation”.

 

Reconcile an Expense Sheet_3

4. Click the gray “Mark As” button and select the “Submit” option from the picklist. The Finance Approver has been notified via email alert. They will Approve the Reconciliation and mark the PO as closed, and you will NOT receive a follow-up alert.

 

Reconcile an Expense Sheet_4

 


Close a PM-Reconciled Expense Sheet

Applicable to PO Versions in “Submitted” State and are marked “Reconciled”
Responsible: Finance Approver

1. Receive Clarizen email alert with subject line, “PO Reconciliation was submitted for review”.
2. Click link in email to open the “Expense Sheet Details” view in web browser and review details submitted.

 

Close a PM-Reconciled Expense Sheet_1

3. The final, actual expense cost can be found in the “Amount” field. Record this amount in separate tracking documents/software per Finance process.
4. Type “Close” in the property card search bar to expose the hidden field, “PO Closed by Finance”.
5. Toggle the button to ON/GREEN to indicate that the PO is closed in all tracking systems.

 

Close a PM-Reconciled Expense Sheet_2

 


Appendix: Revenue Departments & Expense Categories

The “Revenue Department” and “Expense Category” selected will be used to categorize and report on budgets, revenue recorded, and expenses. If you are unsure how to categorize your project or expense, please reach out to Sarah Ottey or Ken English for confirmation.

Project Type "Revenue Department" where revenue will be reported (Pre-selected on Templates) If Expense is required, submit under "Expense Category" Minimum Required Margin or Pass Through Fee Expense Category Use Cases & Notes
Data Data Data Purchase -- Contact list purchase
Social Media Execution by TSL Academy Creative/Digital Alliance Partner - TSL Academy 50% margin TSL Academy social media execution (curation, management) led by Paul Krappman, Denise Bahs, Victoria Bianchini
Consulting by TSL Academy Consulting Alliance Partner - TSL Academy 50% margin TSL Academy training led by Paul Krappman, Denise Bahs, Victoria Bianchini
Consulting by David or Brian Consulting N/A N/A N/A
Consulting by Jeff or Ryan N. Creative/Digital N/A N/A N/A
Pass-Through Services (IBM Stars) Service Income Other IBM Stars Pass-Through 30% PTF IBM Stars program only
Pass Through Services (External Execution, Sales Managed) Service Income Other Pass Through (TSL Secured Funding, Not Executing) 9% PTF TSL helped submit the claim to secure funds, and amount is being spent through other agencies, vendors, etc.
Fulfillment: Incentive Costs $x | Pass Through Fee $x Service Income Other Fulfillment - Gift Cards/Promo 10% margin If using Amazon or other vendor for direct incentive/gift fulfillment
Fulfillment - Rybbon 10% margin If using incentive fulfillment automation service, Rybbon
Print, Postage, Promotional Items Creative/Digital Fulfillment - Print/Postage 30% margin Creative or physical item print production & shipping (ex. BFI)
Whiteboard Video Creative/Digital Alliance Partner - The Draw Shop 30% margin Outsourced video production to The Draw Shop
Facebook Ads: Setup $x | Management $x Creative/Digital N/A - Do not log expense on setup/management -- Advertising setup and management fee for execution
Facebook Ads: Spend $x | Pass Through Fee $x Service Income Other Advertising Spend - Facebook 10% PTF Advertising spend and Pass Through Fee
Google Ads: Setup $x | Management $x Creative/Digital N/A - Do not log expense on setup/management -- Advertising setup and management fee for execution
Google Ads: Spend $x | Pass Through Fee $x Service Income Other Advertising Spend - Google 10% PTF Advertising spend and Pass Through Fee
LinkedIn Ads: Setup $x | Management $x Creative/Digital N/A - Do not log expense on setup/management -- Advertising setup and management fee for execution
LinkedIn Ads: Spend $x | Pass Through Fee $x Service Income Other Advertising Spend - LinkiedIn 10% PTF Advertising spend and Pass Through Fee
Twitter Ads: Setup $x | Management $x Creative/Digital N/A - Do not log expense on setup/management -- Advertising setup and management fee for execution
Twitter Ads: Spend $x | Pass Through Fee $x Service Income Other Advertising Spend - Twitter 10% PTF Advertising spend and Pass Through Fee
Hubspot Subscription Service Income Other Hubspot 0% Software purchase with no markup
Salesforce Subscription Service Income Other Salesforce 0% Software purchase with no markup
Hotjar Creative/Digital Hotjar 30% margin Customer-specific account
Hootsuite Creative/Digital Hootsuite 30% margin Customer-specific account
MailChimp Creative/Digital Mailchimp 30% margin Customer-specific account
Creative Content, Digital Execution Creative/Digital

Alliance Partner - Copywriter

Alliance Partner - Developer 

Alliance Partner - Designer

30% margin

Pre-project fees incurred by using part-time 1099s such as Mike G., Jamie T., etc.

Do not log expenses for full-time 1099s who log time in Clarizen (Steve E., Jenni S., etc.)

Alliance Partner - Other 30% margin Any per-project fees incurred by outsourcing work to individuals or companies which do not fall in defined categories