How Costpoint Mobile T&E Works
A typical workflow starts when an employee opens the mobile interface and records time or an expense. Time can be associated with an appropriate project, task, or charge code, while an expense can include its amount, date, category, business purpose, and supporting receipt.
Submitted records can then move through configured validation and approval workflows. Managers review the information, confirm project and expense classifications, and approve eligible transactions. Approved records can subsequently support project accounting, reimbursement, billing, and financial reporting.
- Time entry: Employees record labor against authorized projects and activities.
- Expense entry: Employees document business spending and relevant transaction details.
- Receipt handling: Supporting evidence can accompany expense submissions.
- Approval: Supervisors and finance teams review submitted records.
- Accounting: Approved data contributes to project and financial records.
Mobile Receipt Capture and Submission
Receipts are an important component of mobile expense management because they provide evidence supporting a transaction. Mobile Receipt Capture describes the process of collecting receipt information through a mobile device, helping employees associate supporting documentation with the appropriate expense.
Mobile Receipt Submission focuses on sending that receipt and related expense information into the organization's finance workflow. When documentation accompanies an expense at submission, reviewers can evaluate the transaction using both the financial details and supporting evidence.
These capabilities are useful for travel expenses, project-site purchases, customer visits, transportation, meals, and other business spending that occurs outside a traditional office environment.
Timekeeping and Project Costing
Costpoint Mobile T&E supports more than employee reimbursement. Labor entries can provide project managers and accounting teams with information about where employee effort is being spent. Correct project, task, and charge-code selection helps distinguish direct labor from indirect or administrative activity.
This information can contribute to project cost accumulation, labor reporting, customer billing, contract administration, and financial analysis. Timely time entries also give managers a clearer view of labor utilization during an active project rather than relying only on period-end reporting.
Organizations should establish clear rules for project selection, charge codes, corrections, approval deadlines, and expense classifications so mobile submissions remain consistent with established accounting policies.
Expense Classification and Financial Processing
Mobile expense information eventually connects with broader accounting workflows. During invoice capture, extraction, validation, matching, GL coding, approval, and posting, the chart of accounts provides the accounting structure used to classify financial transactions consistently.
Employee expenses can also intersect with purchasing activity. A purchase order can establish an approved purchasing context for goods or services, while mobile T&E can document eligible employee spending and provide supporting information for review.
Maintaining consistent classifications between employee expenses, project structures, purchasing records, and accounting codes helps finance teams produce reliable project and financial reporting.
Mobile Finance Workflows and Payments
Mobile T&E can connect with downstream payment workflows after an expense has been reviewed and approved. Mobile Payment Approval describes the process of reviewing and authorizing payment activity through a mobile-enabled workflow, giving designated users a way to participate in payments processes while away from a desktop.
For employees, the sequence may move from expense entry and receipt submission to managerial approval, accounting treatment, and reimbursement. Each stage should preserve the relevant transaction information so finance teams can trace the expense from its original submission through payment.
ERP Integration and Mobile Finance
Costpoint Mobile T&E operates within a wider ERP and finance environment, so its effectiveness depends on consistent employee, project, accounting, and approval data. Integration can synchronize information such as projects, tasks, charge codes, employees, expense categories, and transaction status.
Organizations using deltek or evaluating ERP integration and migration strategies should consider how mobile time and expense information connects with project accounting, payroll, billing, reimbursement, and reporting workflows. A consistent data structure helps maintain continuity between mobile activity and the financial system of record.
Related Mobile Finance Guidance
Employees and finance teams evaluating mobile finance tools can also benefit from the Best Mobile Invoice & Tracker Apps Guide, which explains how mobile invoice and tracking applications support on-the-go billing and compares mobile invoicing approaches across platforms.
Although invoice tracking and employee T&E serve different purposes, both illustrate the broader value of mobile finance workflows: capturing transaction information where business activity occurs and making that information available for timely financial processing.
Best Practices for Costpoint Mobile T&E
Organizations can strengthen Costpoint Mobile T&E by combining clear policies with accurate system configuration and timely review. Employees should know which projects and charge codes to use, what documentation is required, and when submissions must be completed.
- Keep employee, project, and charge-code assignments current.
- Define clear receipt and expense documentation requirements.
- Set consistent time and expense submission deadlines.
- Use appropriate approval roles and financial permissions.
- Review unusual project charges and expense classifications promptly.
- Reconcile approved mobile transactions with accounting and project records.
Summary
Costpoint Mobile T&E provides a mobile workflow for capturing employee time, expenses, receipts, and related project information. It connects field activity with approvals, project costing, accounting, reimbursement, and financial reporting. When employees submit accurate information promptly and organizations maintain clear classifications and controls, mobile T&E can provide timely financial data that supports operational visibility and informed business decisions.