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How can I add expenses and deductions to a shift?

Add costs that aren't covered by the base wage — allowances, deductions and expense claims — directly to a shift when you create or edit it in the Planner.

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Written by István

⚠️ This article is for the new version of the platform ⚠️
If you are on the old version of the platform, you can find relevant articles here.

What you can add

On top of the hourly wage, you can add three kinds of cost to a shift, grouped under Expenses, deductions & reimbursements:

  • Allowance (+) — an amount added to the worker's pay, such as a meal or travel allowance.

  • Deduction (−) — an amount taken off the worker's pay, such as a deposit for a uniform.

  • Expense claim — a cost the worker covered themselves, like public transport or supplies. The worker enters the amount and uploads the receipt after the shift, and a receipt is always required.

Where you add them

Expenses live in the shift editor in the Planner — the dialog where you create or edit a shift.

  • Open the Planner for your workspace and create or open a shift.

  • In the Expenses, deductions & reimbursements section, click + Add expense and choose Allowance, Deduction or Expense claim.

  • If you don't see this section, expenses aren't switched on for your workspace yet.

Add an allowance or a deduction

  • Click + Add expense, then choose Allowance or Deduction.

  • Choose a Category — Meal, Travel or Other.

  • Enter the Amount in CHF.

  • Choose the Interval — Per shift or Per hour.

  • Click Create. The item appears in the Expenses list, with a + for an allowance or a − for a deduction.

Set up an expense claim

  • Click + Add expense, then choose Expense claim.

  • Choose a Type — Public transport, Mileage, Purchases on the job or Other.

  • Optionally add a comment with instructions for the worker.

  • Click Create.

After the shift, the worker adds the exact amount and uploads the receipt — so you only pay back what was actually spent.

How expenses affect your cost

Expenses are added on top of the labour cost when we work out what you pay:

Total cost = labour cost (gross wage + surcharges + social contribution) + Coople fee + expenses (allowances − deductions + expense claims).

Per-hour allowances and deductions are multiplied by the paid hours of the shift. You'll see the combined figure in the Expenses column of the cost breakdown.

Good to know

  • Each item can be between CHF 0.01 and CHF 999.99. For any amount of CHF 50 or more, we ask you to confirm before saving.

  • Allowances and deductions are set before the shift. Once the shift day has passed you can no longer change them, but you can still manage expense claims.

  • Expense-claim amounts and receipts are added from the shift day onwards, including at hours approval.

  • Expenses are set per shift, so you can tailor them to what each shift needs.

  • Expenses are managed in the web Planner.

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