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Verification with accounting and receipts (PDF and PDF links)

Create a PDF with an expense report's accounting and all receipts in one document, or export password-protected PDF links that are linked to the verifications in the finance system – for review, audit and archiving.

📄 Two ways to get the documentation

  • 📄 Detailed verification (PDF) – one PDF per expense report with accounting, expense report data and all linked receipts
  • 🔗 Direct PDF links – a text file with links per ID that can be imported into the accounting or payroll system

👉 Applies to: administrators, finance staff and auditors who need to check or archive documentation.

🧾 Step 1 – Create a PDF with accounting and receipts

  1. Go to Accounting > List All.
  2. Select the expense report (ID).
  3. Click Print.
  4. Choose Detailed verification with receipts.
  5. Save or print the PDF.

✅ The PDF contains the accounting and all receipts linked to the expense report.

🔒 Step 2 – Set a password for PDF links

All PDF links are protected by one shared password.

  1. Go to Administrate > Settings.
  2. Select the Misc tab.
  3. Scroll to Direct password.
  4. Click Generate password or enter your own.
  5. Click Save.

⚠️ If you change the password, all previously exported links stop working. Then you need to export new links.

🔗 Step 3 – Export PDF links

  1. Go to Accounting > Export PDF links.
  2. Enter the IDs.
  3. Click Export.

✅ A text file is created with one link per verification.

🔍 Step 4 – Test the links

  1. Copy an exported link.
  2. Open it in a private browser window.
  3. Enter the password.
  4. Check that the document shows.

✅ Then you know that access works for external users too.

🎥 Watch the walkthrough

⚠️ Good to know

  • 📎 Only receipts linked to the expense report are included in the PDF – check that all are attached.
  • 🔒 The links are protected by the same password. Only share it with authorized people.
  • 🔄 When the password is changed, new links must be exported and shared.

💡 Tips for the best result

  • ✅ Check the expense report before you create the PDF
  • 🔐 Use a strong password for the PDF links
  • 🔍 Test the links before they are shared
  • 📋 Document your routines for access

❓ Frequently asked questions (FAQ)

Are all receipts included in the PDF?
Yes, all receipts linked to the expense report.

Where do I create the PDF?
On the web, under Accounting > List All > Print.

Are the PDF links password-protected?
Yes, all links are protected by one shared password.

What happens if I change the password?
All previously exported links stop working.

Can the links be used in other systems?
Yes, they are meant to be imported into accounting and payroll systems.

✅ Summary

  • 📄 Create a PDF with accounting and receipts per expense report
  • 🔗 Export PDF links to the finance system
  • 🔒 Protect the links with a password
  • 🔍 Makes review, audit and archiving easier

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