Events management

In this chapter we see how to create events and how you can manage the associations between expenses and events. But before going into detail, let's explain the logic and the usefulness of the (optional) event management.

Event definition

An event is a container in which you can group expenses. That's all.

Order your expenses

The first reason why it can be useful to group your expenses in events is to keep order. Let's take an example: you participate in a three-day trade fair in a municipality other than the company headquarter, travel with train, stay in a hotel, take taxis, invite potential customers to lunch and buy materials needed for the exhibition stand. In just three days you accumulate at least a dozen expense receipts, which are all related to a single "event": your participation to the fair. The expenses incurred must necessarily be entered one by one in Smart Expense, but when you have completed the insertion of each expense (or all expenses) you can order them by associating these expenses to the "Participation in the Fair" event.

When you want to fill in the expense report, you just need to enter the event "Participation in the Fair" and with just one click you can import all the expenses related to the attended event into the expense report.

Strengthen the inherence

In addition to management reasons, from a tax point of view the expenses reimbursed to employees or in any case incurred by employees using company means of payment must be effectively motivated by business reasons. Or even, better said, they must be "inherent" to business activity.

While it is true that from the analysis of the individual expense it is probably possible to trace, also through other information sources (authorizations, correspondence, attendance sheets, etc.), the business reason underlying the expenses themselves, the mere fact of grouping expenses in work events facilitates the demonstration of inherence.

Just think of an event entitled "Travel to Rome meeting" or "Training course in Verona" with specific start and end dates and containing the indication of the destination city: it is immediately clear that expenses associated to this event they are "inherent" to a work activity.