Set up expense claims

The settings decide who approves claims, when the owner must decide, which receipts need a photo, your own mileage and per-diem rates, and where approved claims are booked.

Before you start

• Expenses must be part of your plan. See Pick your apps.
• You need to be a manager or the owner.

Steps

1. Open Settings → Expenses.
2. Tick Use expense claims and petty cash. It switches on for every branch you can see.
3. Under Approval, choose the Steps: One step, or Two steps: a manager, then the owner.
4. For one step, choose Who approves first: a manager or the owner.
5. Type Most a claim may be without the owner and Lines older than (days) need the owner. Leave the limit empty for none.
6. Set Receipt photo needed above: a receipt over this amount cannot be submitted without its photo.
7. Set Alert the owner when a claim waits more than (days) and Alert when a box falls under (% of its float).
8. Under Categories, set for each category Most a line may be, its VAT treatment and, with Books, its Books account.
9. Under Mileage and per-diems, type your Mileage rate per km and the rate A day for each per-diem zone. Use New zone to add one.
10. Under Books accounts, check Claims owed to the team, Company card and Bank transfers leave from.
11. Select Save.

Good to know

• A claim over a limit or older than the cut-off goes to the owner. Nobody approves their own claim except the owner.
• Mileage and per-diem rates are your own: none is a legal allowance.
• VAT per category: Recoverable with a tax invoice, Never recoverable or No VAT.
  • UAE: input VAT is recovered only from a tax invoice carrying the supplier's TRN. Below Simplified tax invoice under (AED 10,000 by default) the receipt is flagged as a simplified tax invoice and is still recoverable. See UAE.
  • Egypt: VAT is recovered when your organisation charges VAT and the receipt is a tax invoice. See Egypt.
• With Books, an approved claim posts a journal: each line's expense account and the recoverable VAT against Claims owed to the team (payroll payable by default). The VAT return reads that VAT. The company card account and a cash account per petty cash box are created the first time you use them.
• Without Books, approved claims and spending go to the simple Expenses page by category.
• Next: submit an expense claim.