The expense flow

  • Last updated on October 19, 2023 at 12:04 PM

Here, you'll find a description of what happens end-to-end with an expense.

Employees

When a card transaction is transferred to Expense, employees can see their own expenses on the mobile app. They can add receipts, choose a category and an account, and submit the expense. 

Administrators

As an Expense Administrator or System Administrator, you can see all expenses in the main menu Expenses when they are received from your bank. To get a good overview of the different types of statuses, you can create a new personal view with the columns of your choice. 

An expense starts with the status Open, and when the employee has uploaded a receipt, written a description and chosen a category or account, they can submit the expense. 

If you use approval rules, the submitted expense will wait for approval before the status changes to approved.

If you don't use approval rules, the expense will change to Approved when the employee submits it. If you use approval rules, the expense will change to Submitted when the employee submits it.

When the expense has the status Open, Submitted or Approved, as an Administrator, you can change the expense. To edit an expense, you can double-click on the expense name. Now, you can change the account or split the expense between accounts. 

After making changes, you can book the expense. When the status is Booked, it's not possible to edit. 

The booked expenses will be shown in a journal in the menu Finance > Journals. You can export the expenses with or without receipts to your ERP system or transfer them to e-conomic or Microsoft Business Central via your integration. 

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