Do you regularly invite customers to lunch, and pay the restaurant bill?
When you travel, you personally pay expenses relating to your company's activities?
Mileage, cabs, hotels, catering: for all these personal expenses incurred on a professional basis, you need to create expense reports?
With the "Notes de frais" application, you can enter monthly expense reports for company managers and employees, track them via a validation cycle, re-invoice expenses incurred in the course of a customer's business, and send them directly by email to your accounting export
. Reimbursed expense reports can be transformed into company expenses with a single click.
The application also lets you manage expense advances, as well as link expenses to a business or project code for an analytical view of related expenses.
The "expense reports" application adds the "expense reports" menu to the following tabs:
- You: to enter your own monthly expense reports and submit them to management for approval
- Team: to enable managers to retrieve all company notes, validate them, transform them into expenses and pass them on to the chartered accountant.
Expense reports are expenses paid directly by an employee or manager on behalf of the company, and which must be reimbursed by the company.
To add an expense report, go to the"Expense reports" menu in the"You" tab:
- Create a new expense claim each month by clicking on the"Add" button. Complete the form and validate.
- Add monthly expenses, line by line
- Enter expense lines, specifying: date, type (choose from a list: mileage, catering, transport, documentation, etc.), amount incl. VAT and related VAT value.
- Link each charge to a sales file or project code
- Indicate whether these costs are to be re-billed. You can then bill them to your customer at a later date.
- Validate each expense line
You can attach receipts by scanning your invoices and adding them as an attachment to your expense report.
Expenses can be added as you go, or all at once. As soon as a monthly expense claim is complete, submit it to your management. An alert is sent to invite the manager to validate the expense report.
All expense reports are accessible to the manager in the"Team" tab. From this module, the manager can consult submitted expense reports, validate or reject them, and proceed with reimbursement if the expense report is validated.
The manager can also re-invoice expenses, using the link in the shortcut block at the top left of the page.
The information is grouped together in a single location, giving you access to summaries of expenses generated by project code or by customer.
The chartered accountant invited to your Virtual Office can access this data to take account of expense reimbursements in the company's accounting management.
