Step 5 - Managing the Workflow and Accounting Documentation (invoice files)

How to Manage the Workflow

Administrators can track every report throughout the workflow, from submission to approval and export.

Filter Reports by Status

Use workflow filters to quickly locate reports and focus on specific tasks.

Available filters include:

✅ Status – View reports based on their current workflow stage
📄 Type – Filter by report type, such as expenses, travel reports, or invoices
💰 Invoiced / Uninvoiced – View finalized reports or reports that have not yet been invoiced
🔍 Search – Search for a specific employee or report
📅 Date Range – Limit results to a selected reporting period

These filters help simplify administration and improve visibility across the organization.

Reviewing Expense Reports

Administrators are responsible for verifying the accuracy and completeness of submitted reports before they proceed further in the workflow.

Transaction Overview

Each report contains detailed transaction information, including:

💳 Purchase information from the card provider
📅 Transaction date
💰 Amount
🏪 Merchant details
📝 Comments and supporting information

This allows you to verify the validity of each transaction.

Understanding Receipt Icons

Expense uses visual indicators to show receipt status.

➕ Plus Icon

No receipt has been attached.

📱 Phone Icon

A receipt has been matched to the transaction.

📎 Paperclip Icon

A receipt is attached to the transaction.

🧵 Thread Icon

The receipt was automatically matched by Expense.

Administrators can also attach additional supporting documents if required.

Accounting Status Indicators

Expense helps you quickly identify which transactions still require accounting.

Highlighted Icons

⚠️ Accounting has not yet been completed.

Dimmed Icons

✅ The transaction has already been booked or accounted for.

Use the Three Dots Menu (⋮)

The three-dot menu provides additional actions for transactions.

Examples include:

📊 Review accounting entries
✏️ Edit transaction details
✅ Complete accounting
🍽️ Manage representation expenses

Icon examples:

🍴 Fork/Knife Icon = Representation
📖 Book Icon = Standard Purchase

Duplicate Transaction Warning

Expense automatically identifies potential duplicate transactions.

The system checks for:

Same date
Same amount

When a possible duplicate is detected:

⚠️ A warning is displayed
✅ The workflow continues
👀 Administrators can review and confirm whether the transaction is valid

This helps prevent duplicate payments and duplicate receipt submissions.

Managing Accounting Documentation

Once reports have been approved and posted, administrators gain access to detailed accounting documentation.

Detailed Transaction Overview

Each accounting entry includes:

📊 Account number
📝 Comments
💰 Amounts
📁 Internal accounts
🧾 VAT information
📄 Transaction details

This provides complete visibility into how transactions have been recorded.

Verification Summary

Expense also provides a summarized accounting verification.

This overview includes:

✅ Debit balances
✅ Credit balances
✅ Transaction totals
✅ Accounting summaries

This makes reconciliation and review significantly easier.

Sending Reminders to Employees

Expense provides several ways to remind employees to complete outstanding reports.

Automatic Reminders

To automate notifications:

Navigate to:

Reports > Reminders

Configure automatic reminders
Select the preferred reminder interval

Options can be configured according to your organization's workflow.

Benefits include:

📧 Reduced manual follow-up
✅ Improved compliance
⏰ More timely report submissions

Send Manual Reminders

Administrators can also send reminders manually.

Step 1 – Filter Reports

Filter reports based on:

Status
Age
Type

This helps identify outstanding reports.

Step 2 – Select the Users

Choose the employees who need reminders.

Examples:

Reports awaiting submission
Incomplete reports
Overdue reports

Step 3 – Send the Reminder

Notify selected users directly through Expense.

✅ Employees receive a reminder to complete their reports.

Benefits of Workflow Management in Expense

✅ Full Visibility

Track reports throughout the entire workflow.

⚡ Faster Processing

Identify missing information and resolve issues quickly.

📊 Improved Financial Control

Review accounting data before export.

📧 Automated Follow-Ups

Reduce the need for manual reminder emails.

🔍 Better Compliance

Ensure reports contain the required receipts and documentation.

💡 Best Practice Tips

✅ Review pending reports regularly
📎 Check receipt status before approval
⚠️ Investigate duplicate transaction warnings
📊 Monitor accounting documentation before export
📧 Use automatic reminders to reduce delays

Frequently Asked Questions (FAQ)

Can administrators view all reports?

Yes. Administrators have visibility into reports throughout the workflow according to their permissions.

What does the thread icon mean?

It indicates that Expense automatically matched a receipt to the transaction.

Does a duplicate warning block the workflow?

No. It is only a warning designed to help identify potential duplicates.

Can administrators add supporting documents?

Yes. Additional documentation can be attached to reports when needed.

Can reminders be automated?

Yes. Automatic reminders can be configured under Reports > Reminders.

Summary

✅ Track reports throughout the workflow
📊 Review accounting information and transaction details
📎 Monitor receipt status using visual indicators
⚠️ Identify potential duplicate transactions
📄 Access detailed accounting documentation and verification summaries
📧 Automate or manually send reminders to employees
🚀 Improve efficiency, compliance, and financial control with Expense