Expense App for Administrators

Use the Expense app to digitize receipts and activate settings for increased control over your financial processes.

Enable Receipt and Comment Requirements

To ensure receipts and comments are always attached to transactions:

1. Go to Admin > Settings.
2. Activate Require receipts for all purchases.
3. Activate Require comments for all purchases.

By enabling these requirements, you streamline the reporting process, as all necessary documentation is provided from the start.

Manage Receipt Exceptions

When the receipt requirement is enabled, Expense ensures that all transactions have a receipt attached. For cases like lost receipts or exceptions (e.g., annual fees), you can specify exceptions:

1. Go to Admin > Chart of Accounts.
2. Select the account for which you want to waive the receipt requirement.
3. Activate No Receipt Required.

If a receipt is lost, it's recommended to contact the supplier for a copy. If this isn’t possible, attach a "Lost Receipt" form with an explanation. The company will decide whether VAT should be accounted for.

Combine Digital Receipts with Approval

For further efficiency, approvals can be activated so that Expense reports contain both bookkeeping entries and supporting documents.

1. Go to Admin > Settings > Approval Method.
2. Select Digital and click Save.

• Manual Approval: This method is for approving printed reports from Expense.
• No Approval: This option is for companies that don’t require an approval step.

Create the Approval Workflow

1. Go to Admin > People.
2. Select the person who will be responsible for approval and activate Can Approve under My Permissions on Others' Reports.
3. To assign users for approval, go to My People/Approvers for the selected approver, select the name, and click Save.
4. For workflows with two approvers, contact support for activation.

All reports approved in the workflow will go to administrators for final approval, located under Reports > Approve.

Review Attached Receipts

As an administrator, you can verify that all receipts are correct and attached to the reports.

1. Go to Reports > List All.
2. Open the relevant report and select:
   • Paperclip icon for attached receipts.
   • Phone icon for matched receipts.
   • S icon for automatically matched receipts.
   • Plus icon if no receipt is attached.

If needed, click the plus icon to access the user’s receipt archive and assist them in completing their report.

By following these steps, administrators gain full oversight of reports and receipts, ensuring all documentation is ready before export files are generated.