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
The Expenses flow involves different users. The actions will depend on their roles and permissions.
Step 1 - Uploading and submitting the expense (Submitter)
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 stage
The user with the approver permission will review the report: He will either Approve or Reject it.
📎NOTE: If the approver has opened the report but hasn't approved yet, the status will show as Pending.
Making changes: If the approver also has the permission to Edit before approval, he can make amendments to the report. If he doesn't have the permission, he can reject and ask the submitter to make the changes and resubmit.Once approved, the expenses will post automatically to the Purchase Inbox folder.
Step 3 - Publishing
Once the Expense is in the Purchase Inbox folder, any user with access to that folder can publish the Expense as a Purchase invoice.