Expense App Guide: Creating Travel Expense Reports

 

 

 Initial Account Setup

Log In to Your Company's Expense Domain

Before using Expense, you must log in to your company's dedicated Expense environment.

1. Obtain your login credentials from your company administrator or the Expense team.
2. Open your company-specific Expense domain.
3. Sign in using your username and password.

✅ Your account is now active.

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Download the Expense App

The Expense app is available for:

• 🍎 Apple App Store
• 🤖 Google Play Store

Search for:

Expense

and install the application on your device.

✅ You're ready to connect the mobile app.

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Activate Your Account

After your first login:

1. Change your temporary password.
2. Navigate to:

My Settings > App Connection > Add Device

1. Generate a registration code.
2. Open the Expense app.
3. Enter the registration code when prompted.

✅ Your mobile app is now connected to your Expense account.

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Email Receipt Integration

Verify Your Email Address

To enable digital receipt forwarding:

1. Verify your email address within Expense.
2. Complete the verification process before sending receipts.

✅ Your account can now receive emailed receipts.

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Forward Digital Receipts

When you receive receipts by email:

1. Forward them to:

📧 receipt@expense.se

1. The receipts will automatically appear in your receipt archive.

✅ Receipts are ready to be used in future expense reports.

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Create a Travel Expense Report

Start the Travel Report

1. Open the Expense app.
2. Tap the Plus (+) Icon.
3. Select:

Travel Expense Report

✅ A new travel expense report is created.

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Enter Travel Information

Complete the required travel details:

• 📝 Travel Name
• 📁 Cost Center / Project (if applicable)
• 🏠 Domestic or Foreign Travel
• 📅 Departure Date and Time
• 📅 Return Date and Time
• 🌍 Destination Country (for foreign travel)

Example:

Plain Text

✅ Your travel details are recorded.

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Register Meals

For each travel day:

1. Review breakfast, lunch, and dinner
2. Specify who paid for each meal

Examples:

• Hotel provided breakfast
• Company paid lunch
• Employee paid dinner

✅ Per diem calculations can be adjusted automatically.

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Add Additional Expenses

You can add other travel-related transactions directly to the report.

Options include:

• 💰 Manual expenses
• 📎 Previously registered purchases
• 🚗 Mileage reimbursement
• ✈️ Travel-related costs

To add an item:

1. Tap the Plus (+) Icon
2. Select the transaction type

✅ Expenses and mileage are stored in the same report.

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Submit the Travel Report

Once all information has been added:

1. Review the report
2. Tap Submit

✅ The report enters the approval workflow.

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Review Travel Reports as an Approver

Receive Notifications

Approvers receive:

• 📧 Email notifications
• 📱 Push notifications

when a report is ready for review.

✅ You'll be alerted automatically.

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Open Reports for Review

1. Navigate to:

To Do > To Review

1. Select the travel report

✅ The report details are displayed.

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Review Travel Information

Verify:

• 📅 Travel dates
• 🌍 Destinations
• 🍽️ Meal registrations
• 💰 Expenses
• 🚗 Mileage entries
• 📂 Attached summaries or supporting documents

✅ Confirm all information is correct.

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Approve or Reject

When the review is complete:

Approve

• ✅ Approves the report and moves it forward in the workflow

Reject

• 🔄 Returns the report to the employee
• 📝 Allows you to provide a reason for the rejection

✅ Users receive clear feedback if corrections are required.

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View Report and Approval History

End Users

To view previously submitted reports:

1. Navigate to:

My Expense > My Accountings

✅ Review current and historical submissions.

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Approvers

Approvers can also review:

• Approved reports
• Rejected reports
• Previous approval activity

✅ Complete approval history remains available for reference.

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Use the Expense Web Portal

Create and Manage Travel Reports from a Desktop

If you prefer using a computer:

1. Log in to your company's Expense domain
2. Create travel expense reports
3. Review reports
4. Approve submissions

✅ The same functionality is available through the web portal.

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Benefits of Travel Expense Reporting in Expense

Faster Expense Handling

Register travel expenses while travelling.

Simplified Per Diem Management

Meal and travel information can be recorded directly in the app.

Combined Reporting

Travel expenses, receipts, and mileage reimbursement can be included in one report.

Mobile and Web Access

Manage reports from anywhere using either the app or web portal.

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💡 Best Practice Tips

Create Reports During the Trip

Avoid entering multiple trips at the end of the month.

Upload Receipts Immediately

Capture receipts as soon as costs occur.

Verify Your Email Address

Enable digital receipt forwarding from the start.

Review Before Submission

Confirm dates, meals, destinations, and expenses before sending the report.

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Frequently Asked Questions (FAQ)

Can I create travel expense reports from my phone?

Yes. Travel expense reports can be created directly in the Expense app.

Can I add mileage reimbursement to a travel report?

Yes. Mileage entries can be added to the same report as travel expenses.

How do I send digital receipts to Expense?

Forward them to:

📧 receipt@expense.se

after verifying your email address.

Can managers approve reports in the app?

Yes. Approvers can review, approve, or reject reports from the Expense app.

Can I use the web portal instead of the app?

Yes. Travel reports can be created and managed through both the Expense app and the web portal.

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Summary

• ✈️ Create travel expense reports directly in the Expense app
• 📱 Download and activate the app using a registration code
• 📧 Forward digital receipts to receipt@expense.se
• 🍽️ Register meals and per diem information
• 🚗 Add mileage reimbursement and expenses to the same report
• ✅ Submit reports directly for approval
• 👥 Managers can review and approve reports in the app
• 🚀 Simplify travel expense management with Expense