Expenses

Expenses handles the money your team spends on the business's behalf. A staff member photographs a receipt and submits a claim, a manager (and the owner when your policy says so) approves it, and the person is paid back from a petty cash box, by bank transfer or with the next payroll. Petty cash boxes per branch have a keeper, a float, top-ups, spending, counts and a monthly statement.

Everyone can make their own claims; managers approve and pay. With Books switched on, approved claims and petty cash post journals with the VAT you can recover; with HR & Payroll, claims can be paid with the salary. Day-to-day running costs such as rent or electricity are still recorded on the simple Expenses page, which works with or without this app.

Start with Set up expense claims.

• Set up expense claimsSwitch expense claims and petty cash on, choose one- or two-step approval, limits, receipt rules, rates, VAT per category and the Books accounts.
• Submit an expense claimPhotograph a receipt or type it, add mileage or per-diems, mark company-card lines, check the policy and submit the claim for approval.
• Approve, return or reject a claimDecide on submitted expense claims at your approval step, send them back with a note or reject them, and see what is booked when a claim is approved.
• Pay back an approved claimReimburse approved expense claims from a petty cash box, by bank transfer with the bank file, or with the next payroll run.
• Run a petty cash boxOpen a petty cash box with a keeper and float, top it up from the bank, record spending, count the cash and read the monthly statement.