Workflow Settings (expenses)

Here you can manage the settings for your expense report and receipt workflow. You will also find “Advanced Settings”, where you can, for example, define the reporting currency and specify that VAT should not be recorded for foreign receipts.

Use payment documentation: Admins can mark submitted expense reports as paid and receive a summary per user for selected reports when “Payment Overview” is selected. After activation, a final “Paid” tab will appear under “Reports” in the menu on the left. To move a report to this final step, it must be manually marked as paid.

Allow administrators to edit reports: Admins and approvers can change gross amounts and payment methods in expense reports after they have been submitted. Users can view the changes in the attachment.

Use verification number: Enable or disable verification numbers on receipts. If this option is used, each user receives a new number for every expense before taking a photo of the receipt. This number is then printed on the receipt.

Create individual expense: Allows users to submit an individual expense without including it in an expense report. The individual expense is also sent to the approver and admin.

Use review mode: Admins can review expense reports again either before or after approval and make changes before marking them as OK. The reports are then available under “Reports” → “Review”.

Report number series: Here, a number series can be created for employees or the organization and displayed on expense reports.

Advanced Settings

If you now go to “Advanced Settings” in the same window, you can configure the following options:

Reporting currency: Define the currency in which expense reports should be created for your company.

Exchange rate adjustment: Here you can enter a percentage that is automatically applied to the exchange rate, either as a surcharge or a deduction, when a user submits an expense in a foreign currency.

Maximum number of expenses per report: Define the maximum number of expenses a user can submit in one report, for example a maximum of 5 expenses per report.

No tax calculation for foreign expenses: Enable this option if VAT should not be taken into account for expenses incurred abroad.

Abort on errors during bulk submission: If you process several reports at once and one of them contains an error, the entire process will be stopped to prevent incorrect data from being processed.

This allows you to tailor your reporting processes even more precisely to your company’s requirements.

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