The Expense folder allows your employees to submit their expenses for reimbursement. As an employer, you can then manage and approve the expense requests before you publish them as purchases.
📌TIP: The Expense folder and the Purchase folder don’t share the same functionalities. If you need to process expenses or purchases directly without approval, upload your receipts via the Purchase folder instead.
📎NOTE: The system will scan and process a receipt in the same way whether you’re using the Purchase or the Expense feature. The only difference is that you can use Expenses for reimbursement, which isn’t available in Purchases. In the Purchase folder, you can publish the documents directly to the accounting package.
Expenses flow overview
Step 1 - Uploading and submitting the expense
Login as a user with the submitter permission.
Upload receipts into the Expense folder.
Assign the Expense to an Expense report.
Submit the report for approval.
Step 2 - Approval
The user with the approver permission will review the report and either Approve, Reject or Edit.
Once approved, the expenses will post automatically to the Purchase folder.
Step 3 - Publishing
Once in the Purchase folder, you can publish the Expense the same way you publish an invoice.