QuickStart Training Guide: The Submitter Role

User Guide: The Submitter Role

For Employees who Submit their Expenses with ExpensAble If you are an employee who is using ExpensAble to submit your travel & entertainment expenses, this

information is for you! This User Guide will walk you through an overview on how to use ExpensAble to

handle your expenses.

Contents For Employees who Submit their Expenses with ExpensAble ....................................................................................................... 1 User Support ............................................................................................................................................................................................................ 2 Log Into ExpensAble Corporate ..................................................................................................................................................................... 2 The Overview Home page ................................................................................................................................................................................. 5 The Expense Report ............................................................................................................................................................................................. 6

Create a New Expense Report .................................................................................................................................................................... 7 Create Reimbursable (Out of Pocket) Expenses ................................................................................................................................ 9 Import Corporate Card Expenses .......................................................................................................................................................... 13 Import Expenses from the Mobile App ................................................................................................................................................... 17 Edit Expense ..................................................................................................................................................................................................... 22 Split Expense .................................................................................................................................................................................................... 25 Allocate Expenses (optional feature) ................................................................................................................................................... 29 Attach Receipt ................................................................................................................................................................................................. 34 Attach Mobile or Email Receipt .............................................................................................................................................................. 34 Attach Scanned Receipt or Saved Email Attachment Receipt .................................................................................................. 37 Submit Expense Report .............................................................................................................................................................................. 40 Resubmit Rejected Expense Report ..................................................................................................................................................... 41 Track Status of Expense Report.............................................................................................................................................................. 41

Some Hints to Getting Started ...................................................................................................................................................................... 42 Training Videos/Help ....................................................................................................................................................................................... 43 User Guides/Help ............................................................................................................................................................................................... 45 Best Practice Workflows using Mobile Application and Smartphones ................................................................................... 45

Using Mobile Application to Capture Receipt for Corporate Card Expenses ................................................................... 45 Using Email Receipts to Capture Receipt for Corporate Card Expenses ............................................................................ 46 Using Mobile to Capture a Reimbursable Expense ....................................................................................................................... 46

Settings .................................................................................................................................................................................................................... 47 Settings - Email Receipts ............................................................................................................................................................................ 47 Validating Email Address ........................................................................................................................................................................... 47

EXPRESS USERS: This icon indicates functionality that may be slightly modified or is not available in ExpensAble Express.

User Guide for Expense Reporting: The Submitter Role

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Copyright ExpensAble 2015

User Support Support is provided in a tiered format where initial help is provided by your Administrator. Please contact

your Administrator and if needed, they will escalate you to our support team at Insperity.

Limited support in available in ExpensAble Express.

Log Into ExpensAble Corporate To log into ExpensAble Corporate, you will need your company login name, your individual user ID and your

individual password. Your company’s ExpensAble Corporate administrator will provide this information.


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Hands-On Screens/Prompts

1. Open a browser and go to

www.insperity.com/signin (1)

Click ExpensAble (2)

Note: Add this URL to your

Favorites or Bookmarks for fast

access next time.

2. Log into ExpensAble Corporate

by entering your:

Company ID

Username

Password

Click Sign In

Note: Select the Remember Me

checkbox so the Company and

Username will pre-populate on

your next visit.

http://www.insperity.com/signin


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3. ExpensAble Corporate does require pop-up windows to

operate. Once you click Sign In,

if you see a prompt to allow

pop-ups, select Always Allow.

Example using Internet Explorer:

Example using Google Chrome browser:

Example using Mozilla Firefox:

Example using Safari (Click on Safari/Preferences/Security):


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4. Once the new settings are saved, the Overview page is displayed.

The Overview Home page The Overview Home page is the launch area for all actions in ExpensAble Corporate. What is displayed is

based on the role(s) you have been assigned. Expense reports can be created, edited, tracked, approved (if

you are an approver) and viewed from the Overview. Links to other functionality (as determined by the roles

you are assigned) are accessed here. A summary of the Overview is shared below:


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1 Quick Link Bar Single click to access the Settings screen, download latest release notes, log out, etc.

The logged in user and company name are displayed below these links

2 Menu Bar Provides access to same functions as the blue links shown in the main area of the screen.

The Help menu displays all training videos separated by categories as well as release notes and Quick Start Guides.

3 Toolbar The toolbar provides specific actions based on what screen you are on. For example, when inside an expense report a submit icon will appear so the report can be submitted.

Hover the mouse over the tool to see a tool tip.

4 Related Training Drop-down list of 30 second to 3 minute training videos that are specific to the screen.

5 Role Sections Based on the role that you have been assigned you will see specific actions based on that role. In the screen shot the user has been assigned both the Submitter and Approver role so both sections are displayed.

6 Mobile Application icon Click the appropriate badge for your smartphone to access the ExpensAble mobile application.

7 Role based Action links Each role section contains links to common functions for fast access. Historical information is also displayed in the appropriate row for the action.

8 Corporate Card This section displays action links and information specific to your Corporate Card. Pending transactions represent card transactions that have not been included in an expense report yet. [Express] Not available in ExpensAble Express.

9 Electronic Bin (E-Bin) The E-Bin contains all mobile transactions, receipts and receipts received via email (if setup) that have not been included in expense reports. The E-Bin section is displayed only when a user has pending receipts or expenses.

The Expense Report All expenses are submitted via an expense report. The report is the container or screen that contains all

expenses to be submitted for approval. Cash expenses can be created directly inside an expense report

while Corporate Card transactions and expenses created via the mobile application need to be moved or

imported into the expense report.

The pull-down lists, driving rates, currency and other information are structured to meet your company’s

requirements. In some cases, you can override the given options and type in your own data; in other cases,

ExpensAble Corporate will require you to use one of the existing selections.

Your company’s travel policy has been entered into ExpensAble Corporate. If you enter a travel expense that

violates one of your company’s policies, ExpensAble Corporate will notify you with a warning that tells you

which expense is in violation of policy. Some warnings may be “passive” and will allow you to continue

without making changes, others will require that you make a change before proceeding. These later rules


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are called “Blockers”. Limited policies are available in ExpensAble Express.

The process to create and submit expenses is:

Once the report is submitted an email notification is sent to each approver throughout the approval workflow.

Approvers approve (or reject) reports via the web-site or mobile application. Approvals are processed by

the Accounting Reviewer only.

After final approval (or any rejection along the way) the submitter receives an email alerting them to the

approval (or rejection) of the report.

Create a New Expense Report In order to submit expenses a new expense report must be created. Once the blank report is created, expenses are added to it and receipts attached. If all expenses fall within the company’s accepted policy, the report can be submitted. The steps below show how to create a new, blank expense report.

Hands-On Screens/prompts

1. From the Overview home screen, click Create a New Expense Report

Create New Report Based on trip,

event, date range

Add/Import Expenses

Corporate Card, Out of Pocket, Mobile

Enter Details Guests, Purpose,

Split, Allocate

Attach Receipts Photo/Scan

Submit Report Routed to Approver


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2. Enter a name for the report.

Charge to Dept, Bill To and

Item are very special fields.

Check with your administrator

to determine if you should

complete some or all of these

fields.

Hint: if you have your

corporate card transactions

coming into ExpensAble

Corporate, you can create the

report and immediately open

the corporate card container by

selecting Import Credit Card

Transactions now?

Charge to Dept, Bill To, and Item are not available in ExpensAble Express.

3. Click Enter and the report will

be created and opened.


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4. Click the Corporate Card tool

to select and import credit card

expenses. Corporate Card

Transactions are not available in ExpensAble Express.

5. Use the mobile tool to import

any expenses created using the

mobile app.

Create Reimbursable (Out of Pocket) Expenses There are times when you use your own funds to pay for expenses. These are called reimbursable

expenses because you will be reimbursed for them.

The steps below show you how to create a reimbursable expense. You can also create them using the mobile application.


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1. From the Overview home screen, click Create a New Expense Report (or click In Progress to open a report previously created but not yet submitted).

2. A blank expense report is displayed. Select the Expense Type from the list.

Note: if the Expense Type field is not visible, click the New button.


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3. The edit expense screen is displayed.

Enter the Amount, Date,

Payment Method and

any other details required.

Hint: The payment method selected determines if the expense is reimbursable or not.

Look at the

Reimbursable drop- down to see how the selected payment method

was defined. Click Save and Close.

Hint: if you have multiple reimbursable expenses to enter, click Save and New.

Note: The expense entry

screen will remain displayed

with some fields copied from the last expense, saving you time.

4. The new reimbursable

expense will be added to

the expense report (1)

Details about the expense are displayed in the lower, gray section (2).

Note: The reimbursable expense amount is shown in the bottom right corner. (3).


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5. Attach the receipt and the

expense is complete.


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Import Corporate Card Expenses Corporate card transactions are automatically fed into your user profile. This saves time as most of the expense details such as amount, date, payment method and merchant are provided for you. Corporate card transactions are contained in their own screen. They must be selected and an expense type selected and then they can be imported into an

expense report. Corporate Card transactions are not available in ExpensAble Express.


1. From the Overview

Home screen, click In Progress under Expense

Reports.


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2. The expense report list screen opens.

Click the name of the expense report that will

receive the Corporate

Card transactions.

Note: If you have not yet created the expense

report, go back to Overview and click

Create a New Expense

Report.

3. The report will open. Click the credit card icon in the toolbar.


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4. The credit card screen is opened and displays all

posted card transactions. The date shown is the

transaction date.

Select the expenses to be imported into the

expense report using the

Select checkboxes (1).

Select the expense type (2).

Once all desired

transactions have been selected and an expense

type provided, click

Continue (3).

5. The credit card screen

will close and the

expense report will

reopen. It now contains

the corporate card

transactions you just imported.

Hint: Click on the Merchant link to see details about the transaction including Posting Date.


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6. If further edits are required for the expense,

such as adding Guests or entering a Purpose, select

the expense by clicking

on the expense type (note the red pointer

indicator) and click Edit.

7. Attach the receipt and

the expense is complete.

Note: The IRS accepts

credit card data feeds

(such as this) as valid

receipts. Check with your

company as they may still

require you to attach

receipts to card

transactions.


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8. If a mistake was made and the card transaction

should not be in this expense report, select it

and click Delete.

9. The “deleted” transaction will not be deleted but

will be moved back into

the credit card container.

Import Expenses from the Mobile App If you are using the mobile application for ExpensAble Corporate you can create expenses at any time. We

recommend capturing the expense at the moment of expenditure whenever possible. A photo of the receipt

can be captured and with a few taps your entire expense can be completed and sent into the website. You

don’t have to worry about keeping the receipt or tracking the expense for entry later.


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1. From the Overview Home screen, click In

Progress under Expense Reports.

2. The expense report list is displayed.

Click the name of the

expense report that will

receive the Corporate

Card transactions.

Note: If you have not yet

created the expense

report, go back to

Overview and click

Create a New Expense

Report.


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3. The report opens. Click the E-Bin (Electronic Bin)

icon in the toolbar.

4. The E-Bin contains all expenses and receipts

received outside of the

website. All mobile

expenses and receipts are stored in the E-Bin.

Hint: be sure you import

true expenses and not

just receipts into your

report. Receipts will be

attached to the report.

Receipts can be created

via the New Receipt

feature in the mobile app

and receipts can be

emailed into ExpensAble

also.


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5. Hint: hold the mouse over the paperclip icon

to display the receipt.

You can view the receipt while editing the expense.

Click and drag the top of the window to move it

and resize it from the

lower right corner.

Click the red X to dismiss the receipt image

viewer.

6. The E-Bin screen will close and the expense

report will reopen. It

now contains the mobile transactions you just

imported.

Hint: a big advantage to

using the mobile app is

that the receipt is already

attached to the expense!


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7. If further edits are required for the expense,

such as adding Guests or entering a Purpose, select

the expense by clicking

on the expense type (note the red pointer

indicator) and click Edit.

8. If a mistake was made and the card transaction

should not be in this

expense report, select it and click Delete.


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9. The “deleted” transaction will not be deleted but

will be moved back into the credit card container.

Note: if a receipt was

part of the original transaction, it will be

preserved after returning

to the E-Bin. If the receipt was attached from within

the report prior to

deleting the transaction,

the receipt will be stripped away and go

back to where it began.

Edit Expense Once expenses are inside the expense report, they can be edited. Edits can include adding Guests to meals

or entertainment, supplying a Purpose or Description for the expense and/or ensuring a receipt is attached

to name a few examples.

Note: depending on your company setup, your screen may look slightly different.


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1. Click on the expense to

be edited (1).

Hint: the red triangle will appear next to the

currently selected item in

the list

Click the Edit button (2)

2. The edit screen will appear allowing you add

details to the expense.


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3. Depending on the expense type selected,

the edit screen may contain different fields.

Meals and Entertainment

will contain Purpose and Guests entry…

4. But other expense types will contain different

fields such as Airfare

shown here.

Once edits are complete,

click Enter to save (if a

corporate credit card

expense) or Save and

Close (if a reimbursable

expense).

You are returned to the

expense report.


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Split Expense Splitting an expense is the same as itemizing a bill. A hotel bill is a good example. The bill is a single amount

but within that amount are charges for meals, room tax, parking, internet, etc. Each split item is likely a

different expense type than the original expense (e.g. Hotel bill contains Dinner expense). Most companies

require that hotel bills be split so that those individual charges are itemized and processed into the correct

accounts with the accounting system. Only Expense Type and Reimbursable designations are available

for splits in ExpensAble Express.

Follow these steps to split an expense


1. Locate the expense to be

itemized and click on its

expense type to select it

(1).

You can see details about the selected expense in

this area to be sure you

have the right expense

(lodging in this case) (2).

Click the Split button (3).


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2. The split screen appears.

At the top is the original

expense. The gray area

will display details about

the expense.

To create a new itemized

or split expense, click New.

3. Select the expense type,

dinner in this example.


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4. The expense entry fields will appear.

Enter the amount and any other fields required.

Click Enter.

Hint: Only click Finish when you are done

itemizing the entire

expense. Changes will be lost if you click Finish

rather than Enter.


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5. The itemized expense is

displayed at the top (1)

and the total of original

expense is decremented by split expense (2).

Repeat the steps above until all individual

expenses are itemized.

Note: To remove a split or itemized expense, click the red x icon in line

with the expense. If you delete the original expense (top row), all split

expenses will also be deleted. If original was a Corporate Card expense, it

will not delete but go back to the credit card screen.


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6. Click Finish

The expense will now

contain the word (split)

after the original expense

type.

Allocate Expenses (optional feature) Some expenses arrive as a single amount but it is an expense that is shared among multiple departments,

customers, projects or events. Multiple allocations may be required to properly share that expense.

Allocation can be entered by amount or by percentage and there is no limit to the number of allocations

allowed. Allocation is different than Split. Split is itemizing a bill. Each split item could be a different

expense type where an allocation is just dividing the total amount among different groups responsible. The

expense type will never change among each allocation. [Express] Allocate expenses is not available as an

optional feature in ExpensAble Express.

Allocations can be by amount or percent and there is no limit to the number of allocations allowed.

Follow these steps to allocate an expense:


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1. Locate the expense to be

allocated and click on

expense type to select it

(1).

You can see details about

the selected expense in

this area to be sure you

have the right expense

(2).

Click Allocate button (3).

2.

The allocation screen

appears.

At the top select whether

the allocation will be by

Amount or

Percentage. The last

column’s label will reflect

what was selected.

Note: Charge to Department will only be enabled if the feature to cross-

charge departments has been enabled during Implementation.


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3. In this example we flew to

meet with 2 clients and will

allocate our airfare among

them. 2 projects were

discussed with one client.

In the first row, select either

the department, Bill To and/or

Item (custom field) that will

share this expense.

Enter the specific amount or

percentage to be allocated to

this company/department.

Press Enter or click New

to insert a new row.

4. In the second row, select either the department, Bill To

or Item (custom field) that will

share this expense.

Enter the specific amount or

percentage to be allocated to

this company/department.

Press Enter or click

Add to insert a new row.

5.

Repeat steps 3 & 4 to

complete all allocations.

Click Save and Close. A confirmation appears.

Click Ok.


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6. The expense report will

appear. There will be a

small pie chart icon under

the Allocation column.

7.

Click the pie chart icon

to view and edit the

current allocations.

Approvers will see the

icon as well. They can

click it to view the

allocations.

Accounting Review (final

approval) can view and

edit the allocations.


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8. If you select the expense

and click Edit, the expense

details will alert you that

the expense has been

allocated by displaying an

allocation placeholder in

the field(s).

9.

Allocations can be edited

from the expense details

screen by clicking the

Allocation button.


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Attach Receipt All expenses must have receipts attached prior to report submission. Capturing receipts can be done using

the mobile application, email receipts feature, faxing or scanning paper receipts converting them to digital

files.

To learn more about using email receipts, see the Settings section later in this document. You can also view

the User Settings video located in the training drop-down in the overview Home screen:

Attach Mobile or Email Receipt If you used the mobile application to capture the receipt or validated your email from the Settings link and

sent receipts via email to [email protected], you can easily attach those receipts to an expense. This

works especially well with Corporate card expenses as they provide the data, you provide the receipt.

Follow these steps to attach a receipt:

1. Click on the blue

paperclip located in line

with the expense

mailto:[email protected]


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2. The attachment manager

opens.

(1) By default, the E-Bin Receipts tab is

displayed. The E-Bin (or

Electronic Bin) contains

all photo receipts

captured via the

ExpensAble mobile

application and any

receipts sent via the

Email receipts feature.

(2) Details about the

expense that the receipt

will be attached to are displayed in the lower

area of the screen.

(3) Up to 3 receipts can

be attached to a single

expense.

3.

Hint: Click on a

thumbnail to view the

image in a separate

window where it can be

displayed full size.


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4. If you used the mobile

app or email receipt

feature to capture the

receipt, select the

receipt(s) and click

Attach.

5.

A red paperclip icon will

appear under the

Receipt column. Up to 3

icons may appear in that

column representing the

number of receipts

attached to the expense.


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6. Position the mouse

pointer over the red icon

(hover) to display it in a

moveable image viewer.

The image viewer allows

you to zoom in/out, pan,

resize and move the

window. Move the mouse

inside the image to rotate

or detach the image.

Detaching will move the

receipt back to the E-Bin

(if that is where it came

from).

7.

If the image is still too

small to see, click on the

red paperclip to view the

receipt in a separate

window.

Close the new window

when done.

Attach Scanned Receipt or Saved Email Attachment Receipt If you scanned a paper receipt you can easily attach it to an expense. If you received an email with a receipt

attachment and saved the attachment to your computer/network you can attach those receipts to an

expense as well. This works especially well with Corporate card expenses as they provide the data, you

provide the receipt.

Follow these steps to attach a receipt:


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1. Click on the blue

paperclip located in line

with the expense

2.

The attachment manager

opens.

(1) By default, the E-Bin

Receipts tab is displayed.

The E-Bin or Electronic

Bin contains all photo

receipts captured via the

ExpensAble mobile

application and any

receipts sent via the

Email receipts feature.

(2) Details about the expense that the receipt

will be attached to are

displayed in the lower

area of the screen.

(3) Up to 3 receipts can

be attached to a single

expense.

(4) Click Upload

Receipts tab


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3. Click on (1) Browse…

then select (2) the

scanned or saved

attachment file.

Repeat if the expense requires more than one

receipt.

Click Attach (3)

4.

A red paperclip icon will

appear under the Receipt

column. Up to 3 icons

may appear in that

column representing the

number of receipts

attached to the expense.


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5. Position the mouse

pointer over the red icon

(hover) to display it in a

moveable image viewer.

The image viewer allows

you to zoom in/out, pan,

resize and move the

window. Move the mouse

inside the image to rotate

or detach the image.

Detaching will move the

receipt back to the E-Bin

(if that is where it came

from).

6.

If the image is still too

small to see, click on the

red paperclip to view the

receipt in a separate

window.

Close the new window

when done.

Submit Expense Report Once you submit your expense report ExpensAble Corporate will automatically route the report to the

appropriate approval. There are many options available for approval workflow but in most cases, the

approver will be the departmental manager. If approved, it will continue to be forwarded to the

appropriate approvers for eventual reimbursement. Accounting Review is the final approval step and once

approved here, reimbursement will be next. Once final approval is met, you will receive an e-mail

notification.

To submit your report, click the Submit icon in the toolbar.


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Prior to submission the system will check for any policy rule violations. If violations are found they will be

displayed and you have the option to go back and fix the violations or to continue to submit the report with

the violations.

If the report is rejected, you will receive an email reporting the rejection. The Overview screen will also

display the rejected report the next time you log on to ExpensAble Corporate. Opening the report and

clicking on the Routing tab will display the rejection reason. Changes can then be made to resubmit the

expense report.

Resubmit Rejected Expense Report 1. Click the “Rejected Report(s)” link from the Overview screen.

2. Click the highlighted expense report name to open it.

3. Click on the Routing tab to read why the report was rejected.

4. Edit the report as required.

5. Click the checkmark icon (Submit) at the top of the page to resubmit.

Track Status of Expense Report You can easily check the status of an expense report. Click the “View All Expense Report(s)” link in the

Overview screen. Locate the desired expense report, and then click its name to select it. Click the Routing

tab to see where your report is in the approval process.


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Some Hints to Getting Started ExpensAble Corporate is designed to be intuitive and provide functionality using alternative technologies

such as email and smart phones. Here are some useful tips to get you started:

• Most screens contain a drop-down near the top containing training videos specific to the screen you

are on. These 30-second to three-minute videos help you learn more about using ExpensAble. You

can also click the Help menu to see all generic training videos.

• The Help menu also provides access to user guides and release notes. User guides are downloadable

and displayed based on your assigned roles in ExpensAble Corporate. Click on the Release Notes

title to see the contents. These notes are written for end-users complete with step by step

instructions when necessary. [Express] User Guides and Release Notes are not available in

ExpensAble Express.

• Once you have logged in and changed your password, download the mobile application if you have

an iPhone or Android smartphone. Capturing expenses or receipts at the point of expenditure is a

huge time saver and stress reliever. Expenses can be fully edited Approvers can approve expenses

while on the road right from the mobile app. If you are using the Spend Card you can check

balances in real time, request funds and approve funds. There are hyperlink badges/icons right on

the Overview screen to assist you in locating the mobile application. [Express] Spend Card is not

available in ExpensAble Express.

• Click on Settings and validate your email address. Validating your email address (up to 3) allows

you send receipts from that email directly into the service so they can be attached to expenses. If a

vendor emails your car rental receipt, for example, you don’t have to print it and scan it or save the

attachment, just forward that email to [email protected] (once you validate your email

addresses) and the receipt will be delivered to the E-Bin.

• ExpensAble Corporate maximizes the use of SmartLists. These lists operate much like popular

search engines. Just start typing in the field and matches will be displayed as you type:

• For many of the pull-down lists, entering the first letter of the item will take you to the items that

start with this letter—another way to minimize your typing.

• If you enter driving expenses our distance expense integrates the Google location API in the

segment fields. Just type a business name, point of interest or address in the From/To fields and let

Google find it and plot it for you. There are no limits to the number of segments/destinations that

can be entered for a single day. A map can be attached as the receipt and trips can be saved as

templates for re-use later.



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Training Videos/Help We recommend viewing the training videos that reside in each screen and via the Help menu. The videos

displayed in the Related Training drop-down on the screens only contain training that is applicable to the

screen you are on. To see all the videos click the Help menu. Each video is between 30 seconds and 3

minutes long and should provide good insight and value.

Related Training Video library


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Help Menu – complete training video library


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User Guides/Help On the right side of the Help screen are User Guides based on the roles you are assigned and a listing of the

most recent Release Notes. All are PDFs that can be saved, printed or viewed on-line:

Help Menu – User Guides and Release Notes

Best Practice Workflows using Mobile Application and Smartphones The mobile app is a big time saver and it lowers stress. Stress is lowered because you can use the mobile

app to capture a photo of receipts right at the point of expenditure, send it to the service then forget about

that receipt. It saves time because it is very fast and efficient to snap a receipt photo vs. holding the paper

receipt and then scanning it later to convert it from paper to digital. Additionally, if the expense was paid

for using cash, the entire expense can be completed all in one move.

Using Mobile Application to Capture Receipt for Corporate Card Expenses If you pay for your expenses using a corporate credit card, those transactions are likely to be fed into

ExpensAble Corporate.

Most card transactions take 2-3 days to process before they arrive in your profile. This causes a delay in

matching the receipt to the expense. Here’s what we recommend:

When the expense is paid using the corporate card, capture the receipt using our mobile application on your smartphone.

1. Open the ExpensAble Corporate mobile app and tap New Receipt, snap the photo and tap Send. A confirmation will appear once the receipt is received.

2. Once the credit card transaction appears in ExpensAble Corporate:

a. Open the expense report


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b. Click on the Credit card icon in the toolbar

c. Select and import the credit card transaction into your expense report.

3. Click on the small, blue paperclip icon located in line with the credit card transaction. The E-Bin tab will open and display all images/photos. Locate the receipt you captured in step 1, select it and click Attach.

4. Make any further edits required to the expense.

5. Your expense is complete and ready for submission.

Using Email Receipts to Capture Receipt for Corporate Card Expenses If you pay for your expenses using a corporate credit card, chances are good that those transactions are

coming into ExpensAble Corporate. Most card transactions take 2-3 days to process before they arrive in

your profile. This causes a delay in matching the receipt to the expense. Here’s what we recommend:

1. Validate your email address via the Settings link at the top of the screen. You must click the verification link that is sent to the email address you enter to complete the process.

2. Be sure that email account is enabled on your smartphone or tablet.

3. When the expense is paid for using the corporate card, capture the receipt using your smartphone/tablet. Use the camera on your smartphone/tablet to capture the receipt and then email it to the E-Bin using the email address you validated in step 1.

4. Once the credit card transaction appears in ExpensAble Corporate:

a. Open the expense report

b. Click on the credit card icon in the toolbar

c. Select and import the credit card transaction into your expense report.

5. Click on the small, blue paperclip icon located in line with the credit card transaction. The E-Bin tab will open and display all images/photos. Locate the receipt you captured in step 1, select it and click Attach.

6. Make any further edits required to the expense.

7. Your expense is complete and ready for submission.

Using Mobile to Capture a Reimbursable Expense These expenses are perfect for the mobile application because you can capture the receipt and enter all

expense details from one screen. When done, the entire expense is complete!

1. When the expense is paid for via cash, open the ExpensAble Corporate mobile app on your smartphone and tap New Expense. Tap the camera icon to capture the receipt then enter the Amount, Date, Expense Type, etc. until the expense is complete.

2. Tap Send.

3. When ready to submit your expenses, log into ExpensAble Corporate and open/create your new expense report.

4. Click on the E-Bin/smartphone icon in the toolbar. Locate the expense you created in step 1. Select it and click Import.

5. The expense is imported into your report and is ready for submission.

Note: for more information regarding the functionality available through our mobile applications, please

refer to the ExpensAble Corporate Mobile 4.0 User Guide found in the Help section of the ExpensAble


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Corporate application.

Settings The Settings screen allows you to edit personal information, manage passwords and security questions as

well as the means to setup email addresses for sending receipts from email into the solution.

Settings - Email Receipts This feature allows submitters to use their work and/or personal email address to send receipts into their

E-Bin. The E-Bin is just a screen within ExpensAble Corporate that holds all remote expenses and receipts.

Remote expenses and receipts can be created via the mobile application or by emailing receipts. Examples

of receipts that could be emailed are a digital receipt received from a merchant (e.g. hotel, car rental,

iTunes) or a photo receipt taken using your smart phone.

For example, a submitter takes a taxi. They use their smart phone to take a photo of a taxi receipt. Right

from the smart phone they email the receipt to [email protected]. Assuming the email was previously

validated, the photo receipt will be received in the E-Bin. The submitter can then attach that photo receipt

to the actual taxi expense if a credit card was used. Or if they used cash they would simply edit the fields

displayed for the photo in the E-Bin and create a new expense. In this case the photo, which is already

attached, becomes the receipt for the expense.

Another example would be the traveler who asks the rental car company to email them the receipt for a

rental. The receipt could then be forwarded to [email protected] and acted on in the same ways

mentioned above; either as a pure receipt validating an expense or as a new expense itself. In this case, they

would likely import the credit card transaction and attach this receipt to that transaction.

Validating Email Address In order for receipts to be received by ExpensAble Corporate, the email address(es) sending the receipt

needs to be validated and verified. This validation process is very simple and takes seconds to complete. Up

to three email addresses can be validated so both business and personal emails can be used to send

receipts. Follow the below steps to validate an email address.

Once validated and receipts are sent, refer to the earlier section labeled “Attach Mobile or Email Receipt”.


1. Log into ExpensAble

Corporate.

Click on Settings link at top of screen.




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2. Scroll down to Email Receipts section.

Type in the first email address to be validated

and click Send

Validation Code.

3. A message will appear

prompting the user to check their email.

This window can be closed or left open at this time.

4. Log in to your email

program and open the email received from Admin.

5. Click the link provided or

copy/paste it into the

browser address bar.


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6. A new webpage will

open indicating the email address has been

verified.

Receipts may now be

emailed to

[email protected]

7. The email address has

been verified and the user can now send

receipts from this email

address.

Go back to ExpensAble

Corporate and click the

Settings link to see the

verification success.

8. To add additional email addresses, follow the

above steps for each.

To remove an Email

address, click Remove.


QuickStart Training Guide: The Submitter Role

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Transcript of QuickStart Training Guide: The Submitter Role