How to create an expense

In the desktop and tablet version of the platform (accessible via browser) from the Expenses menu, you can access the display and entry of expenses. On first access, it is proposed to create an expense.

Spese - Crea la Prima Spesa

From the central button "New Expense" you can directly access the creation of a single expense, while clicking on the red button at the top right a drop-down menu appears that allows you to choose whether you want to create a single expense, multiple expenses at the same time or if you want enter an expense such as "mileage reimbursement".

using the mobile app the option to insert multiple expenses is not available, replaced by the insertion of a photo of the expense receipt taken from your mobile phone.

Single expense - basic

The creation of a single expense requires the input of only essential data required to identify the date of payment, the currency, the amount paid, the payment method as well as the classification of the expense by group, category and type.

Spesa Singola - Dati di Base

if in the company set-up the "Complete Expenses" option is disabled, these will be the only information requested by Smart Expense. With this data, the expense is saved as completed and will be available to be included in an event or expense report.

Single expense - complete

Smart Expense is set by default with the "Complete Expense" option activated, so if this option has not been changed by the administrator user, at the end of the basic data entry it will be possible to close the expense (which will result as "draft") or continue by clicking on the "Complete" button.

In this case, the user will be asked to confirm / complete some additional information related to the type of document supporting the expense, any attached photo or file, the relevant dates to which the expense refers and the location where the expense is been sustained.

Spesa Singola - Completa Dati

Once the additional information has been entered, the expense will be saved in the "Completed" status and will be available to be associated with an event or entered in an expense report.

Multiple expenses - basic

In the event that the user wants to enter several expenses at the same time, after selecting the "More Documents" option from the "New Expense" menu at the top right of the page, he/she can create a series of expenses from a single table and save them all with a single click.

Spese Multiple - La Tabella

The information requested is that provided by the basic module of the single expense, with the addition of the document type and the attachment. Each line contains an expense. The system automatically creates a list of 5 expenses, but it is possible to add other lines using the "Add Expense" button.

A traffic light on the right of each line indicates whether all mandatory expense information has been entered. When all traffic lights are green, you can use the "Save All" function which turns expenses into "Completed" or "Draft" if they need to be completed.

Tips: if some lines are not needed, they must be deleted before "Save All".