Expense Claim Setup

1. Set up employee expense reimbursement

This is for expenses paid by employee from personal funds, which need to be reimbursed.

Login EzzyBills, click Settings, click “Approval & Expenses” tab. Edit the “List of Users/Approvers” table as shown below.

  • Click “Add approver” under the table.
  • On the line, enter the data for “Name” and “Approver Email”, and tick the “My Expenses” (these fields are mandatory).  Screenshot
  • Click “save changes” just under the table (make sure that the “Upload Email” column is generated).

Note, the “Upload Email”  is for you to email receipts/invoices to EzzyBills.  For paper receipts, scan with EzzyBills phone app: you will need to set it up on your phone (click Setting, enter the “Name” column as the “Alias Name” (sample screenshot).

2. Setup expenses on company credit cards

This is for expenses paid by employee via a company credit card/bank account, and

Login EzzyBills, click Settings, click “Approval & Expenses” tab. Edit the “List of Users/Approvers” table as shown below.

  • Click “Add approver” under the table.
  • On the line, enter the data for “Name”, “Approver Email”, and “Business Bank Account” (these fields are mandatory).  Note: in the “Business Bank Account” column, enter the last 4-digits of the corporate card (this is the corporate card set up in your accounting software).  screenshot
  • Click “save changes” just under the table (make sure that the “Upload Email” column is generated).

Note the “Upload Email” should be used to email receipts/invoices.  If you use EzzyBills phone app, click Setting, enter the “Name” column as the “Alias Name”.

Employee Expenses on Corporate Credit Card – find out all the details

Notes:

1. 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.

2. 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.

Management approval 

After EzzyBills receives a receipt from email or EzzyBills phone app,

  • We will send an email to the Approver – your manager (which is nominated in EzzyBills Settings > “List of Users/Approvers”  table – Screenshot),
  • The manager opens the email (sample approval email), with a button click to approve (no login requirement). Or click “Modify” button to review, modify it if required, and approve.
  • Optionally, on the bottom of the email, there is a link “All MY Approval” to open up a web portal for this approver.

Exporting expenses to your accounting software 

  • After approval, the expense will be exported to your connected accounting software. For example, 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, each with two files attached (receipt/invoice and approval notes.pdf).
  • Note: for reimbursement, the employee should have been set up in your accounting software as a supplier. If not yet,  EzzyBills will create one for the first time (using the “Name” field in the “List of Users and Approvers” table in EzzyBills Settings).
  • In your accounting software, for the employee as a supplier, you can set default purchase account code if it is always fixed  (see an example screenshot below)