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Set receipt requirements, approval and sign-off for export

Go through the settings that make expense reports complete and checked before they are exported: receipt and comment requirements, exceptions per account, approval method, approval flow and final approval for export.

  • 🔍 Overview

    Setting Where What it does
    Receipt and comment requirements Administrate > Settings All purchases must have a receipt and/or a comment
    Receipt exceptions Accounting > Accounts Some accounts do not require a receipt
    Approval method Administrate > Settings > Approval method Digital, manual or no approval
    Approval flow Administrate > Persons Who approves for whom
    Final approval for export Accounting > Approval Final check before export

    👉 Applies to: administrators who set up or review Expense.

    📷 Step 1 – Require receipts and comments

    1. Go to Administrate > Settings.
    2. Activate Require receipts for all purchases and/or Require comments for all purchases.
    3. Click Save.

    ✅ Users cannot submit an expense report that is missing a receipt or a comment.

    🧾 Step 2 – Make exceptions for some accounts

    1. Go to Accounting > Accounts.
    2. Select the account.
    3. Activate No receipt required.

    💡 Missing a receipt? Ask the user to contact the supplier for a copy, or to use a lost receipt form. Decide internally whether the VAT should be accounted for.

    ✍️ Step 3 – Choose the approval method

    1. Go to Administrate > Settings > Approval method.
    2. Choose a method.
    3. Click Save.
    Method When it fits
    Digital Approval directly in Expense. Recommended
    Manual Approval on printouts
    None If you do not use approval

    👥 Step 4 – Create the approval flow

    1. Go to Administrate > Persons.
    2. Select the person who will approve.
    3. Activate Can approve.
    4. Choose which people they will approve for.

    ✅ The approval flow is active.

    📤 Step 5 – Approve for export

    When the expense reports have been approved, they go to the administrator under Accounting > Approval. There you do the final check before export. You also see them on the admin dashboard.

    📎 Check receipts in an expense report

    Go to Accounting > List All and open the expense report. The icons show the status:

    Icon Means
    Screenshot 2024-03-13 at 19-08-39-png Paper clip Receipt attached
    Screenshot 2024-03-13 at 19-09-24-png Phone Matched receipt
    Screenshot 2024-03-13 at 19-07-11-png S

     

    		 Automatically matched receipt
    Screenshot 2024-03-13 at 19-05-29-png Plus Receipt missing
    ⭐ Star Co-Pilot has done the accounting

    👉 If a receipt is missing, you can add it for the user. See Change or add receipts on behalf of users.

    ❓ Frequently asked questions (FAQ)

    Can I require receipts for all expenses?
    Yes, under Administrate > Settings.

    Can I make exceptions?
    Yes, per account in the chart of accounts.

    How do I see if a receipt is missing?
    The plus icon in the expense report shows that a receipt is missing.

    Can I change Co-Pilot's accounting?
    Yes, you can check and adjust the accounting.

    ✅ Summary

    • 📷 Require receipts and comments
    • 🧾 Make exceptions per account
    • ✍️ Choose the approval method and create the approval flow
    • 📤 Approve for export under Accounting > Approval

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