Expense Claim

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.

  • 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.

 

To setup EzzyBills for expense claim,

  • In Settings,

– click to Enable Approval Workflow of single-level,

– Enable Approver Learning (under advanced option) and Save.

 

For an employee to claim –  using mobile app

  • Download CamScanner App to your smart phone or tablet. Setup an default EzzyBills upload email address.

(follow link here for mobile app instructions)

Example of Processing Expense Claim:

If your company upload email is xxxx@ezzybills.com,

If the expenses are paid by a company credit card with last 4 digits as 8888, then the email shall: xxxx.8888@ezzybills.com.

If the expenses are paid by the employee, such as Michael Smith, then the email shall: xxxx.msmith_claim@ezzybills.com.

  • Each time, scan multiple receipts and email all in one go to EzzyBills.

 

Once EzzyBills receives the email from an employee,

  • For the first time employee, we will ask administrator to email it to an appropriate supervisor to approve. After that, we will remember the supervisor for this employee, and email automatically to the supervisor to approve.

 

 

  • The supervisor receive the approval email, with a button click to approve (no login requirement).

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

  • 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.

 

Note the employee shall be in Xero Contact if the claim needs to be paid. If it does not exist, we will create one. For these contacts, you can set default account codes etc.