The Expenses module lets users upload, organise, and manage expenses before approval and publishing.
This article outlines the structure and available features.
Expense folder structure
The Expenses area includes the following:
Expenses: Upload receipts, similar to an inbox
Reports: Displays submitter reports
Review: For approvers and admins. Displays reports waiting for approval
Activity: Displays action history
Archived: Stores approved and processed reports
Rejected: Displays returned reports
People: Let's admins manage users
Expenses permissions
There are four permission levels:
Submitter: Uploads expenses and creates reports
Approver: Reviews reports and approves or rejects them
Edit before approval: Updates reports before approval
Admin: Manages users and controls all features
Submitters can upload expenses via the normal AutoEntry methods through the website, email, and mobile app.
Note: Users only see tabs and data based on their permissions.
Available features
Upload expenses
Submitters upload receipts using:
Web browser
Email
Mobile app
Create expense reports
Group expenses into a report
Mark expenses as reimbursable
Assign an approver
Note: Reports need to have a positive total before submission.
Manual expenses
Add expenses without using a receipt using the Add items option.
Mileage expenses
Create mileage claims using distance and rate
You can set rates using the Manage Lists option
Mobile app support
Upload expenses on the go
Assign categories during upload
After approval
Approved reports convert into a purchase invoice
The invoice appears in the purchases inbox
Each expense appears as a line item
Note: Expenses appear as tax-inclusive values with tax breakdown where available.