Employee Expense Claim with our Phone App

Two types of expenses are supported:

  • Expenses paid by employee via a company credit card/bank account, and

These expenses will be treated as Spent Money transactions for company bank accounts in Xero and QuickBooks.

  • Expenses paid by employee from personal funds.

The employee will be treated as a supplier. The expenses will be treated as bills, and the employee will be paid via normal bill payment in Xero, QuickBooks and MYOB.

Follow the steps below:

1.Setup EzzyBills for employee expense claim,

  • Login EzzyBills, click Settings, scroll down to List of Approvers table.
  • Click + Add approver. Type in Name of an employee (use a short name, without space), then Approver Email (whoever to approver the expense claim).
    • Tick My Expenses if the expense is paid from personal funds.
    • Type in the last 4 digits of the credit card number, if expenses are paid via a company credit card.
    • Click Save changes at the bottom of the table.
  • Repeat the above step for each employee.

2. Download EzzyBills Phone App (for employee to do)

  • (for each employee) Download EzzyBills Phone App.
  • Run it and Login to EzzyBills App (same the username and password as EzzyBills web login).
  • Click the Gear Box – add Alias Name (which is the Name field in the List of Approvers in EzzyBills Settings) for that employee
  • (back the main page) click “Scan Now” to scan receipts using EzzyBills App.

 

3. Set up employee as suppliers in Xero/QuickBooks/MYOB to pay the claim to them 

  • Each employee shall be in Xero Contact (or MYOB Card) (or QuickBooks Supplier)  if the claim needs to be paid
  • (If it does not exist, we will create one using the Name field in the List of Approvers in EzzyBills Settings.)
  • Set default purchase account codes for each contact (this is only available in Xero and MYOB).

4. Once EzzyBills receives a scanned receipt,

  • We will send to the approver an email  to approve.
  • The approver opens the email, with a button click to approve (no login requirement).

With “Modify” button, the approver can check the amount and modify it if required and then approve.

The expense will then go to

  • Xero as 1) Spent Money if they were paid by a company card, or 2) as a bill to be paid to an employee.

Both the copy of receipt and approval log will be sent to Xero as attachment to the Spend Money or bill.

  • The expense will then go to QuickBooks as 1) Expense Receipt if they were paid by a company card, or 2) as a bill to be paid to an employee.
  • The expense will then go to MYOB as a bill to be paid to an employee.