Customize Settings in Expense
Expense allows you to tailor the system to your organization's needs by configuring settings, workflows, and payroll codes. A well-configured setup helps ensure efficient administration, accurate accounting, and smooth reimbursement and payroll processes. Taking the time to configure Expense correctly from the start helps create a workflow that matches your organization's structure and processes.
Why Customize the Settings?
By configuring Expense during implementation, you can:
- ⚙️ Customize workflows
- ✅ Ensure accurate accounting
- 💰 Manage payroll exports efficiently
- 👥 Control user permissions
- 📊 Create processes that fit your organization
👉 Customizing settings is recommended as part of your initial Expense setup.
Customize System Settings
Step-by-Step
- Navigate to Administrate > Settings
- Review each settings tab
- Enable the features your organization will use
- Click Save
Common Settings
- Internal Accounts
- Approval Workflows
- Notifications
- Payment Management
- Integrations
✅ Configure the system according to your company's requirements.
Customize Workflows
Expense supports several different review and approval workflows.
Examples
- 👤 Single-Step Approval
- 👥 Multi-Step Approval
- 📊 Project-Based Approval
- 💰 Amount-Based Approval
If you require more advanced approval workflows, Expense Support can assist with activation and configuration.
👉 This ensures that the correct person reviews and approves the correct expense reports.
Configure Payroll Codes
Payroll codes are used when exporting:
- 🚗 Mileage Reimbursement
- ✈️ Per Diem and Travel Allowances
- 💰 Employee Expenses and Reimbursements
Step-by-Step
- Navigate to: Administrate > Settings > Import & Export
- Open the relevant payroll format
- Enter or review the payroll codes
- Click Save
✅ This ensures that reimbursements are processed correctly in your payroll system.
When Should Payroll Codes Be Reviewed?
Payroll codes should be reviewed when:
- 🚀 You are implementing Expense
- 💰 You change payroll systems
- 📊 New reimbursement types are introduced
- 🔄 Payroll processes are modified
👉 Regular reviews help maintain accurate payroll exports.
💡 Best Practice Tips
Configure Settings Before Activating Users
- ✅ Complete the system setup before inviting users.
- ✅ Reduce future configuration changes.
Test Approval Workflows
- 👥 Run test reports through the approval process.
- ✅ Verify that routing and approvals work as expected.
Verify Payroll Codes
- 💰 Review payroll codes before your first payroll export.
- ✅ Ensure compatibility with your payroll system.
Document Internal Processes
- 📊 Create internal guidelines for administrators and users.
- ✅ Improve consistency and reduce support requests.
👉 These steps help reduce errors and simplify ongoing administration.
Frequently Asked Questions (FAQ)
Can I change settings after implementation?
Yes. System settings can be updated and adjusted at any time.
Do I need multiple approval steps?
No. Multiple approval levels are optional and can be enabled if required.
Can payroll codes be changed later?
Yes. Payroll codes can be updated whenever necessary.
Summary
- ⚙️ Customize Expense settings to match your organization's needs
- 👥 Configure approval workflows and business processes
- 💰 Ensure payroll codes are correctly configured
- ✅ Simplify administration and payroll exports
- 📊 Create efficient and scalable workflows
- 🚀 Build an Expense environment that supports your organization's way of working