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EzzyBills User Guide

Employee Expense Claim

Step 1. register employee and approval managers in EzzyBills

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

Login to EzzyBills, go to Settings > Approval & Expenses. Edit the “List of Users/Approvers” table.

  • 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.   See Screenshot
  • Click “save changes” just under the table (make sure that the “Upload Email” column is generated).
  • 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.

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. list company credit cards in EzzyBills

This is for expenses paid by employees via a company credit card/bank account.

Login to EzzyBills, go to Settings > Approval & Expenses. Edit the “List of Users/Approvers” table.

  • 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). The name can be a nick name you gave to this card, or employee number/name that uses this card  screenshot
  • Click “save changes” just under the table (make sure that the “Upload Email” column is generated).

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

Step 3. Download EzzyBills Mobile App for expense claim

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

  • Download, install, login EzzyBills Mobile App user QR codes (more).
  • Click the gear icon to go to the Settings. Enter the “Alias Name” with the “Name” column in the “List of Uers/Approvers” table (you only need to do it once).
  • Now it is ready to scan receipts.

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 > “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 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 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.

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 “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 codes if it is always fixed  (see an example screenshot below)

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
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