Checklist - How end-users get started with Expense

Get started with Expense for Users.

Starting with a new tool can be overwhelming, so we've created a checklist to help you get up and running quickly!

To begin using Expense, you need to be registered in the system. Please contact your Administrator or Manager to get started.

Step 1 - Download the Expense App

You can download the Expense App from the App Store (iOS) and Google Play (Android). Simply search for "Expense" in your respective app store.

Step 2 - Activate the Expense App

1. Open the email from your administrator > Click on the provided link to access your Expense web environment.
2. Copy the Username and Password from the email to use when logging in to Expense.
3. Navigate to My > Settings > Click on "Add Device > A Private Key will be generated, valid for 24 hours.
4. Open the Expense app and enter the provided key during sign-in.
5. Done

Step 3 - Creating Expenses with Personal Funds or Company Cards

Creating expenses paid with personal funds:

1. Open the Expense App > Tap the Plus icon and select "Create Purchase."
2. Take a photo of the receipt or choose an image from your phone's image archive
3. Expense automatically scans the receipt, capturing the date, amount, VAT, city, and place of purchase.
4. Choose "Own Funds."
5. Add any necessary comments.
6. Verify the accuracy of the information > tap "Save".
7. Optionally, post the expense directly or save it for later.

Creating Expenses for a Corporate Card:

1. Open the Expense App > Tap the Plus icon and choose "Create Purchase."
2. Take a photo of the receipt or choose an image from your phone's image archive.
3. The Expense app automatically scans the receipt, extracting the date, amount, VAT, city, and place of purchase.
4. Select "Corporate Card."
5. Add any necessary comments.
6. Verify the accuracy of the information and tap "Save."
7. Save the expense or proceed to create a new one.

Capture a photo of the receipt for a corporate card transaction available in the Expense app:

1. Open the Expense app > Navigate to Account.
2. Select "Current Ledger" > Choose the desired transaction > Tap on the Camera symbol.
3. Take a photo of the receipt or select an image from your phone's archive by pressing the back button.
4. Expense automatically links the receipt to the current transaction.
5. Save the receipt.

Step 4 - Sending Digital Receipts Directly to Expense:

1. Open the Expense App > Verify your email address.
2. Enter the code sent to your email > Click "Verify."
3. Once your email is verified, you can send receipts to kvitto@expense.se or receipt@expense.se
4. In the subject line, enter the purchase amount in decimal places. This ensures the receipt receives the correct amount and can be linked directly to the transaction.

Step 5 - Creating a Mileage Allowance:

1. Open the Expense App > Tap the Plus icon > Choose "Create Mileage Allowance."
2. Enter the date and select the vehicle.
3. Input the number of kilometers (integration with Google Maps expected in 2024).
4. Enter the destination and any relevant comments.
5. Save the entry.

Step 6 - Creating a Travel Expense Report:

1. Open the Expense App and tap the Plus icon > Select "Create Travel Expense Report."
2. Enter the trip name > Description > Any internal accounts.
3. Specify whether it's Domestic or International travel.
4. Input the start date of the trip > The time you left your home.
5. Enter the end date of the trip > The time you returned home.
6. For international travel, include the times you left and returned to Sweden.
7. Save the entry.
8. For international travel > Add the destination (Plus icon for iPhone, pen for Android).
9. Specify the meal types applied during the trip.

Step 7 - Booking Corporate Card Transactions:

1. Open the Expense app and navigate to Account> Access the ongoing card accounting and review the transactions.
2. Select a transaction > Book it > Choose the appropriate account or select "Purchases" for quick options
3. Post according to your internal procedures, ensuring to check VAT amounts.
4. Save the transaction.
5. For representation transactions, specify the template applied during representation and fill in
   1. Number of participants
   2. Names of participants
   3. Purpose
6. For external transactions, input the external company name.

Step 8 - Booking Expenses Paid with Own Funds:

1. Open the Expense app and navigate to Account > Access the ongoing expense accounting and review the transactions.
2. Select a transaction, then book it.
3. Choose "Purchases" to view quick options.
4. Book it according to your internal procedures, ensuring to check VAT amounts.
5. Save the transaction.
   1. Number of participants
   2. Names of participants
   3. PurposeFor representation transactions, specify the template applied during representation and fill in
6. For external transactions, input the external company name.