If you want to send automated email reminders to your users and approvers, an Account Administrator can enable reminders from the Account Setup section in the Admin area.
How to enable reminders
To enable and configure your reminders, follow the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Reminders subheading.
3. Click into each tab as required to enable the relevant reminders - for more information see the following sections.
4. Click Update to enable reminders on your account.
Submission Reminders
In the Submission Reminders tab, set up submission reminders to send your users an email reminder to submit any outstanding expenses they might have.
Submission Reminders Enabled - tick the checkbox to enable submission reminders.
Submissions Due - select when expense submissions are due.
Note: Depending on your selection an additional field will appear for you to select your reminder conditions. E.g. If you select 'Specific Day of the Month', you'll also need to select the specific date you'd like expenses to be submitted by.
Days prior to due date to send reminder - set the number of days before the expense submissions are due that your users will receive the automated reminder email.
Card Transaction Reminders
In the Card Transaction Reminders tab, set up card transaction reminders to send your company card users an email reminder to submit any outstanding company card expenses that have been imported for them.
Card Transaction Reminders Enabled - tick the checkbox to enable card transaction reminders.
Days before sending the initial reminder - set the number of days that the system should wait before sending an initial reminder email to a user after their company card expenses have been imported but have not yet been submitted.
Days before sending subsequent reminders - set the number of days after the initial reminder that subsequent reminder emails should be sent to a user where imported company card expenses are still outstanding.
Note: Reminders will continue to be sent for this defined period until the expenses are submitted.
Approval Reminders
In the Approval Reminders tab, set up approval reminders to send approvers a reminder to approve any outstanding expenses, invoices, or purchase requests that have not yet been approved.
Approval Reminders Enabled - tick the checkbox to enable approval reminders.
Days with approver before sending reminder - set the number of days the expenses should be with the approver before a reminder email is sent.
Note: A reminder email will be sent every day from that point until the expenses are approved.
How to disable reminders
If you no longer want to use reminders on your account, you can disable any reminders you have enabled by following the steps below:
1. Go to the relevant reminder tab.
2. Untick the Reminders Enabled checkbox.
3. Click Update.
4. Repeat the steps for each type of reminder you'd like to disable.