Step 5: Activate and follow the workflow

🚀 How the live workflow works

Step	Who	What happens
1. Register	User	Photographs receipts, links them to card transactions and registers mileage allowance and travel expense reports
2. Submit	User	Checks the details, does the accounting if that is part of the process, and submits
3. Audit and approve	Auditor and approver	Approves or denies. Denied expense reports go back to the user
4. Check	Administrator	Checks the accounting and internal accounts
5. Export and pay out	Administrator	Exports to accounting or payroll and creates payment files

👉 Applies to: administrators. This is step 5 in the checklist for getting started. All steps are saved in the history.

✅ Checklist before you go live

✅ The users are added and have an approver
✅ The chart of accounts is updated
✅ Internal accounts are created and have codes
✅ The company cards are linked
✅ Any integrations have been tested
✅ Onboarding is completed
✅ Test expense reports have been checked and removed from the live environment

👉 Start with a smaller group of users and follow up the first expense reports.

🔍 Follow the expense reports in List All

Go to Accounting > List All and filter:

Filter	Shows
📊 Status	Where in the flow the expense report is
📁 Type	The type of expense report
💰 Invoiced/Uninvoiced	Whether the card invoice has arrived
🔍 Search	Expense reports with certain content
📅 Date	A selected time period

🧾 Review receipts

Open an expense report to see the transaction overview from the card provider and the receipts. The icons show the status of the receipt:

Icon	Means
➕ Plus icon	Receipt missing
📱 Phone icon	A receipt matches
📎 Paper clip icon	The receipt is linked
🧵 Thread icon	The receipt is matched automatically

👉 You can also attach several attachments to one transaction.

📖 Check the accounting

💡 Lit icons = not accounted for
✅ Dimmed icons = accounted for

Click the three dots next to the transaction.
Choose Edit accounting or Edit representation.
Adjust or complete if needed and save.

⚠️ If two purchases have the same date and amount, Expense shows a duplicate warning. It does not stop the flow, but makes it easier to avoid paying out twice. Read more in Duplicate warning – possible duplicate receipts and expenses.

📄 Accounting documentation

When an expense report is finished, you can produce digital documentation:

Documentation	Contents
📄 Detailed verifications	Each transaction separately with accounts, VAT and comments
📊 Summarized verification	A summary in debit and credit

📩 Send reminders

Automatic reminders

Go to Accounting > Reminders.
Activate reminders.
Choose an interval and save.

Manual reminders

Choose a selection of expense reports and filter on status and age.
Click Update selection.
Select the items to be reminded.
Send the message.

✅ The users receive a reminder to complete their expense reports.

🎥 Watch the instruction video

💡 Tips for best results

🔍 Use the filters in List All every day
✅ Review the accounting continuously
📩 Turn on automatic reminders
💬 Tell users about your company’s routines

❓ Frequently asked questions (FAQ)

When should we start the live workflow?
When setup, testing and onboarding are finished.

Do we need to test first?
Yes, we recommend that you test with a few users before everyone starts.

Can I change the accounting as an administrator?
Yes, via the three dots next to the transaction.

Does the duplicate warning stop the flow?
No, it is only a warning.

Can we change settings after we have gone live?
Yes, most settings can be changed after start-up too.

✅ Summary

🚀 The live workflow runs from registration to export and payout
🔍 Follow the expense reports in List All
🧾 Review receipts and accounting using the icons
📩 Send automatic or manual reminders