Expenses

If someone has paid something for the company out of pocket, they upload the receipt in the inbox with the Expense marker. Under Accounting → Expenses, the expenses are bundled into an expense report. It is reviewed, approved and reimbursed.

ProcessCopy link to heading

1. Draft: Choose your own expenses that you want to claim. Only receipts are included that are marked as an expense, fully captured and invoices (not credit notes), and that are not in any other valid expense report. State who is to be reimbursed (name, IBAN optional) and, if you like, the period. All receipts in an expense report have the same currency.
2. Submitted: The total is fixed. Until a decision is made, you can withdraw the expense report and change it.
3. Approved or rejected: Approval approves all included receipts and posts them (expense and input VAT to payable), with the same checks as for a single receipt: complete account coding, open month. Whoever submitted the expenses does not approve them; only the organisation’s sole admin may approve themselves. If one receipt fails, nothing is approved and you see which receipt it is. A rejection needs a reason; the receipts remain unchanged and can be put together again.
4. Reimbursed: With Record reimbursement you note that you have reimbursed (date, payment method, purpose).

ReimbursementCopy link to heading

• For each receipt, one payment for the amount still open is created against the payable, with all the checks of a payment on receipts: the date is not in the future, the month is not locked, the payment method’s account is set. If there are errors, nothing is recorded.
• An expense report is reimbursed exactly once; two simultaneous clicks do not lead to duplicate payments.
• Reversing is possible only with a reversal entry and with a reason. Each payment is reversed with today’s date; the original payments remain visible. After that, the expense report is approved again and can be reimbursed again.
• The recipient of a reimbursement is the expense report’s person, not the supplier of the receipts. The person’s name and IBAN are therefore stored on the expense report (encrypted). Expense reports cannot yet be matched in bank matching; record the reimbursement here.

Live updatesCopy link to heading

The list and the dialog reload through events when an expense report or one of its receipts changes. There is no polling.

WebhooksCopy link to heading

In the catalogue of outgoing webhooks there is ‘Expense report’ with the triggers for Submitted, Approved, Rejected and Reimbursed. The reimbursement’s payments report as ‘Payment on incoming receipt’.