How to Add Reimbursed Expenses to Installer Pay

September 25, 2025 17:16

How to Add Reimbursed Expenses to Installer Pay
This article covers a couple of options on how you can process reimbursed expenses to an Installer.

In addition to paying Installers for Labor, there are instances where the Installer may be seeking reimbursement for additional out-of-pocket costs that are directly related to the job, such as for additional materials (non-inventoried), mileage, travel expenses, meals. These reimbursable expense may also be billable back to the customer. The process below will show how to allow for these costs to be included in the Installer’s check, update the Job cost, and include these expenses on a Job as a Special Charge to the Customer. This process will result in these expenses not having a tax reporting impact on the Installer 1099 nor impact Workers Compensation Reporting.

The Installer’s labor and the reimbursable expenses must be entered with two separate transactions: in the Installer Payables module and in A/P Open Item Maintenance. It is up to the User whether to include the Installer’s Labor and Reimbursable costs on the same A/P Open Item Invoice or if the Installer's Labor and Expenses are processed as two separate A/P Open Item Invoice transactions. The key items to consider during data entry is ensuring the Taxable amount and the G/L Account used are not the same G/L accounts for Labor and Reimbursable costs paid to the Installer.

Process the Installer’s Job Labor costs using Installer Payables
Navigate to Installation System/Installer Payable System
Enter the Installer ID or select the Installer box to look-up and select the Installer ID
Enter the Ins (Installation) Date and Inv (Invoice) Date to filter as applicable, then select Build
Highlight the Job and Labor Line for review and payment selection
Select all of the applicable Labor Lines for payment
Select the Print Payable Report from the Print Menu at the top of the screen
The system will prompt the Enter Deductions screen – auto populates from Installer Set-up, but manual override is allowed as necessary
Click Continue
Answer the system prompt Do you Want to Print Product Information? – Yes or No
Enter the Number of Copies of the Installer Payable Report to print – Default 1
Answer the system prompt to Update the Items as Paid? – Yes or No
The system will prompt Enter A/R Post Receipts Now? – Yes or No, if an A/R deduction
The system will then prompt Enter A/P Open Item Now? - Yes or No
Using this system prompt will allow the User to shortcut the navigation and data entry to Accounts Payable and it will automatically populate key fields in the A/P Open Item Maintenance screen, including Invoice#, Invoice Date, PO#, and the Amount to pay based on the Installer Payables Labor Line into the Current, Beginning, and Taxable Balance lines. The G/L fields will also populate if the Default G/L Account is set-up in the Vendor Maintenance record of the Installer in Accounts Payable.

Process the Installer’s Job Related Reimbursable Expenses using Accounts Payable
Navigate to Accounts Payable/Open Item Maintenance
Select the Vendor ID
Enter the Invoice #, Invoice Date, and PO#(99)
Enter the current, beginning balance for the amount of the reimbursable expense – excluding from the taxable balance any of these reimbursable costs (reports to 1099 as Taxable Compensation)
Enter the Reference, optional – use the job, customer name, or other explanation for the purpose of the reimbursement
Enter or select the G/L Account- i.e. a Cost of Goods Sold account should be used for direct costs related to the Sale and/or use the same G/L set-up for the Special Charge Product code in cases where costs will be billable to the customer
Click Accept
Finally, if these reimbursable costs are related to a specific job and also billable back to the customer, use the next steps below to add these costs to the Job and bill to the Customer. Otherwise, the User can select No and answer the prompts to process the A/P Open Item for payment.

Add the additional Installer Reimbursable expenses to the Job
The system will prompt if you want to Add Charges to the Job? – Yes or No
Enter Yes
Enter the Customer’s Job Number
Enter the Charge Code: SC
Answer the prompt Is this Charge Code Correct: Yes or No
Enter the Job # - This will update the Job Cost Detail
Answer the Select for Payment? - Yes or No
The A/P Open Item will be included on the A/P Open Invoice Listing and is ready to be selected for Payment. In the event that multiple invoices will need to be paid to the installer, the User is allowed to select these items as a combined payment or separately to the installer.

Add a Special Charge line to the job and bill to the Customer
Navigate to Sales Processing/Order Entry Maintenance
Select or Lookup the Order # or filter on Customer and click Build
Select the Job
Select the Find and Add Line Items
Select the SC product code
Add a Line Comment – provide detail to explain the charge i.e. home depot, hotel, mileage
Please note that Line Comments will print on the customer’s copy of the invoice. In the event that there are multiple expenses to be billed back to the customer, these can be combined under one Special Charge Line on the invoice with the line comment providing the detail and breakout.