This guide helps you start with Flectra Expenses.
Use this app to track expenses done by employees and reimbursed by the company, or paid with a company credit cards directly. If a vendor bill is sent to the company for payment, it’s better to use Vendor Bills instead of expenses in the Accounting app.
Expenses follow this flow:
- Employee(s) record expenses, and send expense reports to their manager;
- Manager(s) approve or refuse expense reports;
- The accounting department posts journal entries and reimburses employees (if the expense has been paid by the employee directly);
- Optionally, expenses are invoiced to the customer afterwards.
Once setup, you get an efficient expenses tracking process for all your employees.
Enjoy your Flectra experience,
The first step if to configure the expense types that your company allows. Here are some examples:
Restaurant
Cost: 0.00 (the cost of the ticket will be recorded on every expense)
Travel with Personal Car
Cost: 0.30 (the price per mile reimbursed by the company is fixed)
Hotel
Cost: 0.00 (the cost of the ticket will be recorded on every expense)
Others
Cost: 0.00
As employees, there are 2 ways to record expenses:
Log in in the system
Send a snapshot whenever you get an expense
- Set an email alias (e.g. expenses@mycompany.flectrahq.com)
- Create employees with a Work Email (only such email addresses are authorized)
- Send an expense by email
The next step is to settle an internal policy to submit expenses to managers
Advised if few expenses
- Quicker to get reimbursed
Advised if lots of expenses
- Business trip
- Once a month
Depending on your company structure, the approval process can be:
HR officer, manager
Employee’s team manager
Once expense reports approved by managers, the accounting department checks accounts, products and taxes used. Then they post them into the books and proceed with the employee reimbursement.
To do:
- Grant such accountants with following access rights:
- Accounting: Accountant or Adviser
- Expenses: Manager
- Set Home Address to employees(used for reimbursement)
- See how to manage payables
If you track expenses on customer projects, you can charge them back to your customers automatically. Here are some advises to avoid conflictual situations:
- Agree in advance with the customer:
- What it covers and what are the limits
- Invoicing at cost vs. at negotiated price
- When you charge
- Provide your customer with detailed reports (along with copies of receipts)
- Ask your expert accountant what tax must be claimed to your customer
To do:
Congratulations, you're done!
We hope this feature helped you manage your expenses efficiently.
Don't hesitate to send us an email to describe
your experience or to suggest improvements!
Have a wonderful day,
- The Flectra Team
