Employee Expense Claim

Purpose: To allow employees to claim reimbursement for expenses paid out of their personal funds.

Not covered here: Employee Expenses on Corporate Credit Card – find out all the details

I. Employee Expense Claim Set Up

Step 1. register employee and approval managers in EzzyBills

Login to EzzyBills, go to Settings > Approval & Expenses. Edit the “Expense Approval Tables > Expense Claims” table. Screenshot below.

• Click “Add a New Row” at the top-right of the table.
• On the line, enter the “Name” field. If the approver is not the EzzyBills admin, please provide the “Approver Email”.
• Click the green tick on the line in the Actions column to save (the “Upload Email” column is then generated, which is for employee to email digital receipts).
• Repeat this for each employee. For “Name”, best to use the first name with a last name initial (or both first and last name). For “Approver Email”, his/her manager’s email – If not provided, the approval will remain pending in EzzyBills, and the EzzyBills admin can log in to approve it.

Please note:

• the “Upload Email”  is for you to email receipts/invoices to EzzyBills. 
• For paper receipts, use EzzyBills phone app per Step 3. (sample screenshot).

Step 2. Download EzzyBills Mobile App for expense claim

For scanning paper receipts, use EzzyBills Mobile App. Ask each employee to:

• Download, install, and log in to the EzzyBills Mobile App using the QR code. The EzzyBills account admin will need to find the QR code in the Settings on the web portal and send it to all employees.
• On the mobile app, click the gear icon to go to the Settings. Enter the “Alias Name” with the “Name” column in the “Expense Approval Tables” table (each employee will need to do it once).
• Now it is ready to scan receipts.

II. Ongoing expense claims

The process consists of two key steps:

1. Employees upload receipts
2. Management approves the claims

Upload receipts by employee

• If a receipt comes into your inbox, simply forward to the EzzyBills upload email address, unique to you.
• For paper receipts, scan with EzzyBills Mobile App. (you will need to login with a QR code, and enter “Alias Name” in the setting. Both the QR code and the “Alias Name” should have been provided to you by the EzzyBills admin person.

Management approval 

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

• We will send an email to the Approver – your manager (which is nominated in EzzyBills Settings > “Expense Approval Tables ”  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 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.

III. Exporting to your accounting software 

After approval, the expense will be exported to your connected accounting software, with both receipt file and approval log are attached to the transaction created by EzzyBills.

• For expenses paid by an employee from personal funds: the employee will be treated as a supplier and the expenses will be exported to your accounting software as bills. This way, the employee expenses will be reimbursed in the same way bills are paid.
• For expenses paid by an employee via a company credit card/bank account: these expenses will be exported to your accounting software as Spent Money transactions, under the specified company bank account in the “List of Users/Approvers” table.

IV. Additional notes

• 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 “Expense Approval Tables ” table in EzzyBills Settings).
• In your accounting software, for the employee as a supplier, you can set default purchase account codes if it is always fixed  (see an example screenshot below)

V. Additional features

Also, click this link here to find out the following features for expense claims: 

• Add employees in bulk to EzzyBills
• Expense claim notification
• Expense claim limits
• Expense claim reports