First use - Employee
How do I send a report in Expensya?
How to create an Expensya account?
The different statuses of a report
How to create a report?
How do I add or delete an invoice?
How do I add and delete my mileage expense?
How to add a guest on an invoice?
Managing my vehicles for my mileage expenses
How to assign an invoice to a report?
Exports reports and invoices
Validate my Expensya trial account
My report is still a draft, what does that mean?
Automatic import of bank card statement
Professional payment instruments
Personal payment instruments
Source of Exchange Rate on Expensya
Creation and management of credit notes and expense cancellations on Expensya
First use - Company
How do I add or delete a user or adminisrator?
Can I change the export format?
Importing bank statements
Banks supported by Expensya
How to create user groups in Expensya?
Assign an administrator or accountant to user group
How to give or receive access delegation on Expensya?
How to create a project in Expensya?
How to assign my collaborators and groups to a project ?
Manage professional vehicles in Expensya
How to fill the project import template
How to create a category and configure my chart of accounts?
Customize the expense form fields
Customize category recognition for fast scan
How to configure expense rules
How to set up bank accounts in Expensya
How to manage mileage expenses in Expensya?
Change my offer
How to export all company’s expense reports
How to deactivate compensation for mileage expenses?
Difference between global admin and restricted admin
Grant or receive an access delegation on Expensya
Add a lump sum - The German perdiem
How to enter mileage expense with a professional vehicle
An invoice's statuses
Customize mileage expenses rates
Custom Fields - The Basics
Additional receipt compliance check
Custom select list field
Category accounting data by Group
Import of bank statements by the Administrator
Understand the parameters for calculating mileage expenses
Custom fields: linking to an expense rule
Identification of the @expensya domain
First use - Expert Portal
Frequently asked questions and announcements
Archiving with probative value by country
Legal archiving in Spain
How can clients recover data following archiving?
How to calculate mileage charges according to URSSAF scale?
Does the mileage scale apply to electric vehicles?
How to view reports and invoices in calendar mode?
How to collect my invoices from different merchant sites?
What does "to validate" mean?
How to use Expensya’s fast scan?
Why does the calculation of mileage charges seem incorrect?
How do I update my payment method ?
Manager or accountant can’t see a report
Can I pay in the currency of my choice?
Is reimbursement made through Expensya?
How to refer a contact?
How to modify invoices of other employees in Expensya
Calculating mileage expenses by applying the principle of compensation - case study
Integrations and API
Standard Cegid Export
How to activate accounting export formats?
Standard SAP Export
Connect to QuickBooks from Expensya
How to configure the Expensya-QuickBooks integration?
How do I send my invoices from Expensya to QuickBooks?
Associate a bank account with non-reimbursable expenses
How to see the data exported on Quickbooks?
How to activate payment exports
How to use Expensya's OCR + APIs?
How to use Expensya Partner's public APIs?
How to generate API keys?
How to use Expensya's public APIs?
How to use public APIs to retrieve Expensya customer data as a VAT recovery partner?
How to integrate Uber to Expensya
Subscription and Billing
Updated by Jihen Laribi
On Expensya, a report goes through different stages, it changes state from its creation to its finalization, this is called the flow of a report (validation flow), which goes from state of "Draft" to the "Archived".
The different stages of a report:
When you create a report, it is in the "Draft" state, you can add, modify or delete the invoices assigned to it. This report will only be visible to the owner.
When a report is created, it is automatically set as "Draft".
When the report is sent to the level 1 validator, its status will change from “Draft” to “Submitted” depending on the validation flow set by your company.
The manager can either:
" Approve All": to validate this report, it will pass on to the additional reviewer or accountant (depending on the validation flow set up by the company). The report status will change to 'Exported'.
"Reject all": to reject the entire report, it will be sent back to the employee for modifcation.
"Approve 1/2": the report is partially approved by the manager approves. The rejected invoice will be sent back to the employee and the approved ones will either go to the additional reviewer or the accountant (depending on the validation flow set up by the company).
When the Report is rejected, it will be visible to the manager, the administrator, the employee who submitted it and the accountant (if applicable).
Once the accountant receives a report, they can either:
"Archive All" : the report is ready to be integrated into the accounting system and reimburse the employee. The report's status is now 'Archived'.
"Reject All" : a rejection message will be displayed to the employee and the manager
"Reject 1/2" : reject some invoices and send back to employee for modification
When the Report is rejected, it will be visible to the accountant, additional validator (if set up), administrator and the employee.