Ajera Time & Expense Mobile App: How to Enter and Submit Time and Expenses

Entering time and expenses is a routine task, but it’s one that often gets pushed to the end of the day or week. The longer it’s delayed, the harder it is to remember details accurately, which can slow down approvals, billing, and reporting.

With the Ajera Time & Expense mobile app, employees can enter and submit timesheets and expense reports directly from their mobile device whether they’re in the office, on a job site, or working remotely. The app mirrors Deltek Ajera’s desktop rules and validations, so entries stay accurate and consistent, while syncing instantly back to Ajera for real-time visibility.

This how‑to guide walks through how to create and submit timesheets and expenses using the Ajera Time & Expense mobile app, along with basic setup steps to get started.

Create and Submit Timesheets on Your Mobile Device 

When users log into the Ajera Time & Expense app, they are taken directly to the Time screen. This screen displays a list of all existing timesheets from the most recent ten-week timesheet period, with view options if needed.

From the time screen, users can:

• Tap an existing timesheet to view or edit.
• Create a New timesheet by tapping the (+) floating action button at the bottom-right corner of the screen. Leverage AI suggestions to speed up timesheet creation.

Leverage AI suggestions for faster time capture

Once in the timesheet screen, users can tap + Timesheet Lines to add project hours or directly enter Overhead hours by selecting the appropriate overhead item. When adding a new project entry, the selection displays the Recent, Favorites, and Resourced options, making it quick and easy to find the correct project. 

Easily capture time in Ajera Time & Expense mobile app

Tapping the (i) icon on the timesheet screen displays Daily Statistics, showing a breakdown of project vs overhead hours and regular vs overtime hours.

View breakdown of daily statistics

Users can also easily switch between Day, Week and Projects views, allowing them to enter and review time in the way that works best for them.

Once the timesheet is complete, users can tap the floating Submit button to send it over for approval. If changes are needed, the same button allows them to Unsubmit the timesheet.

Timesheet data entered on their mobile device is updated directly into Ajera.

Create and Submit Expenses on Your Mobile Device 

Entering expenses on the go is just as seamless. After logging into the app, users can switch to Expenses to access their expense reports.

From here, users can:

• Create a new expense report by tapping the Quick Capture button or + Add New Expense Report action icon
• Tap an existing expense report to view, enter and update expense details

Quick Capture with Intelligent Character Recognition (ICR)

This powerful feature allows users to take pictures of receipts, which are then scanned and read for common information (both printed and handwritten).

Expense report rows are automatically populated with information extracted from the receipt and uploaded into the expense report. From there, users can choose to create a new expense report or associate the captured line item with an existing expense report. 

Deltek's ICR technology also offers features such as stitching, cropping, and rotating images, making it easy for users to ensure receipts are captured properly.

In addition to using ICR to capture receipt images, users can attach PDFs and image files directly from the menu on the image capture screen. Images and PDFs open in a dedicated full screen view, making it easier to review documents.

Take pictures of receipts to create expense records

Entering expenses on your mobile device is simple and uses the same rules and validations as the My Expenses tab on your desktop application, ensuring consistency and compliance

All changes made in the app automatically save to Ajera, so project managers and team leaders have instant visibility into the latest data. 

Setting up the Ajera Time & Expense Mobile App

Administrator Setup

Ajera in the Deltek Cloud: Ajera cloud administrators can turn on the mobile option in Company> Preferences> Request Ajera Mobile. Once enabled, the Ajera Mobile enabled check box will be checked, and the Ajera Mobile URL will be filled in.

Ajera Hosted On-Premises: On-premises administrators must install Ajera Time & Expense on their server and then send the API URL to all employees.

To take advantage of the ICR feature, your administrator must turn it on in Company>Preferences>Time & Expense. Additionally, administrators should turn on upload attachments in Company>Preferences.

Individual User Setup

Individual users (employees) need to download the Ajera Time & Expense app from the Apple or Google Play Store, then enter the Ajera Mobile URL provided by their administrator (see directions above). After entering their Ajera password for the first time, users can optionally use Biometric login -face/fingerprint ID for subsequent logins.

Note: Ajera Time & Expense works with Ajera 10.30.06 or higher

Be sure to take advantage of these timesheets and expenses features available to all Ajera users and benefit from accurate and up-to-date reporting.

Putting Mobile Time & Expense into Everyday Use

Mobile time and expense entry makes it easier for employees to stay current and for project managers and finance teams to work with timely, reliable data.

With the Ajera Time & Expense mobile app, users can quickly enter hours, capture receipts on the go, and submit everything for approval without waiting to get back to their desk. Because the app uses the same rules and validations as Ajera, organizations can maintain consistency while reducing delays and manual follow‑up.

Once the app is enabled and set up, teams can take advantage of mobile time and expense entry as part of their everyday workflow, helping ensure project and financial data stays accurate, up to date, and ready when it’s needed.