Account Admin

Policy rules - Category Limits

Setup category limits when creating or editing your policy to manage your users' expenses.

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Updated over a week ago

Add your users

Get your users setup on the account and start customising their profiles.

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Updated over a week ago

Policy rules - Expenses

This article will highlight and explain some expense policy rules that are available to implement for best practice.

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Updated over a week ago

View the Event Log

The event log enables account administrators to capture critical changes such as updated user bank details.

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Updated this week

Standard invoicing export formats

This article will help identify which invoicing export format is most suitable by illustrating how these export formats look when exported.

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Updated today

Policy rules - Mileage

This article will highlight and explain some mileage policy rules that are available to implement for best practice.

Written by Jack
Updated over a week ago

Standard expenses export formats

This article will help you identify which export format is most suitable by illustrating how these export formats look when exported.

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Updated over a week ago

Import user data

Follow the steps in this help article to import your user data.

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Updated over a week ago

User Permission Options

What are the different user permission options available.

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Add/Link users

Learn how to add existing users to your linked ExpenseIn accounts.

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Delete a linked user

Learn how to delete a linked user from one account.

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Set up your departments

Group your users into the relevant department to allow departmental reporting within the finance section.

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Updated over a week ago

Import department data

Follow the steps in this help article to import your department data.

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Updated over a week ago

Set up approval

Approval flows define the expense authorisation hierarchy. Apply approval flows to projects, departments and users.

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Understanding approval flows

Explore how the system handles multiple approval flows and approval hierarchy.

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Add your categories

Edit existing categories or add your own to match any nominal codes that you use.

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Updated over a week ago

Import category data

Follow the steps in this help article to import your category data

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Updated over a week ago

Add a personal assistant (PA)

Set up users so they can assist other users by creating and submitting expenses on their behalf.

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Updated over a week ago

Create, edit and assign an expense policy

Create a new expense policy or edit an existing one, review and update policy rules and assign your policy/policies to your chosen users.

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Updated over a week ago

View users policy acceptance

How to view which users have accepted your company policy and who has not.

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Updated over a week ago

Add an invoice policy

Follow the steps to create policy rules to apply to invoicing

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Updated over a week ago

Policy Rules - Receipts

An overview of the Receipt verification feature with best practice for implementation.

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Updated over a week ago

Policy rules - Duty of care

How to enforce that your users upload their vehicle documents before they are able to submit their mileage expenses

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Updated over a week ago

Add your projects

Add your projects so that your users can assign expenses to them. The finance team can then report on project expenditure.

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Updated over a week ago

Import project data

Follow the steps in this help article to import your project data.

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Updated over a week ago

Add your company cars

Assign company vehicles to your employees to enable the advanced mileage log form for them to record and submit monthly mileage.

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Updated over a week ago

Add custom purchase methods

In addition to the system purchase methods, you can add your own purchase methods.

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Updated over a week ago

Adding existing mileage

Adding existing mileage into ExpenseIn will ensure that any mileage rate limits take into account the user's mileage prior to ExpenseIn.

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Updated over a week ago

Enable reminders

Remind users to submit their expenses and remind approvers to approve expenses within the expense cycle deadline.

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Updated over a week ago

Import existing mileage data

Follow the steps in this help article to import your existing mileage data.

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Updated over a week ago

Set up user groups

Group your users independent to any departmental structure. This is useful when setting up visibilities in the Admin area.

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Updated over a week ago

Create a custom field

Add your own additional fields that can be populated when creating new users, expenses and projects.

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Updated over a week ago

Add custom exchange rates

Add your own exchange rates which will be used when converting international expenses.

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Updated over a week ago

Add new CSV export formats

Create your own CSV file to allow you to export your expenses from the Finance section and import into your accounting package.

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Updated over a week ago

Add the mileage pdf report

How to add the mileage pdf report

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Updated over a week ago

Add time rates

Add your own time rates which can be selected by end-users when creating time expenses.

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Advanced settings

This is where you can customise your account by toggling on features that are important to you.

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Updated over a week ago

Edit a CSV export format

To edit an existing CSV export format please follow the steps below.

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Updated over a week ago

Edit user details, permissions and settings

You can change your users details, permissions and settings at anytime if you are an Admin user.

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Updated over a week ago

Schedule a user as leaving

Schedule an employee leaving date to remove the user's access to their user account.

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Updated over a week ago

Reinstate a leaver

How to give a user access to their account after being added as a leaver.

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Updated over a week ago

Edit categories

Edit your existing categories.

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Updated over a week ago

Edit a project

Edit an existing project.

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Updated over a week ago

Delete a project

Delete a project to permanently remove access to a project on the account

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Updated over a week ago

Edit an approval flow

Add, edit or delete an approval flow stage.

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Updated over a week ago

Delete an approval flow

You can delete an approval flow from Admin if it is no longer assigned to any users.

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Updated over a week ago

Change mileage rate settings

Manage your mileage rates for personal car mileage.

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Updated over a week ago

Change fuel rates

Configure your vehicle specifications if claiming back VAT on mileage expenses or using company cars.

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Updated over a week ago

How do I turn on calculate VAT for mileage?

The steps to turn on calculate VAT for mileage expenses.

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Updated over a week ago

Edit PA Assist

Add or remove users to assist in a existing PA Assist setup.

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Updated over a week ago

Delete a PA Assist setup

Remove a PA Assist setup if no longer required.

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Updated over a week ago

Add or edit tax rates

We have pre-populated your account with your local tax rates. You can edit and add tax rates as required.

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Updated over a week ago

Add known merchants

Add in the names of suppliers you use regularly and they will appear in the time-saving auto-complete list on the expense claim form.

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Updated over a week ago

Linked Accounts

This article explains how you can have access to multiple linked ExpenseIn accounts from one log in.

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Updated over a week ago

Re-send a user invitation

How to send an invite email or resend one if it has expired.

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Updated over a week ago

Delete a user

Delete a user account to permanently remove an individuals access to their ExpenseIn account for your company.

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Updated over a week ago

Download your admin data

How to download your user, category, project and company car information

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Updated over a week ago

Advanced Settings: Expenses tab

Explanation of all advanced settings found on the Expenses tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Receipts tab

Explanation of all advanced settings found on the Receipts tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Invoices tab

Explanation of all advanced settings found on the Invoices tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Approval tab

Explanation of all advanced settings found on the Approval tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Finance tab

Explanation of all advanced settings found on the Finance tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Notifications tab

Explanation of all advanced settings found on the Notifications tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: New Users tab

Explanation of all advanced settings found on the New Users tab in the Advanced Settings section within Admin.

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Updated over a week ago

Advanced Settings: Compliance tab

Explanation of all advanced settings found on the Compliance tab in the Advanced Settings section within Admin.

Written by Jack
Updated over a week ago