Get Started with the Web App

Welcome to Expensya, the all-in-one solution for managing business expenses and reimbursements. This guide explains how to navigate the web application and walks you through the actions available for each user role.

Explore the dashboard

When you log in, the dashboard provides a summary of your activity in Expensya. It shows your recent expenses, reports, and any pending approvals.

Menus and features vary depending on your role and the options enabled for your company.

Set up your account and personal preferences

Before using Expensya, configure your account to ensure smooth processing of expenses and reimbursements. Click Settings in the drop-down menu of the user icon.

In the left-hand side menu, you will see two sub-menus:

General Settings

This includes the following tabs:

Personal information – update your personal information, including name, surname, address, city, zip code, phone number, and fax number. Accurate information ensures reimbursements are sent correctly, and your profile is up to date. This section also shows your direct email, which you can use to send receipts and create expenses automatically.
Preferences – set expenses to be reimbursable by default and choose a default project for your expenses. This saves time when adding expenses and ensures correct allocation. You can also select your language and regional format for date and time to display amounts and dates in a familiar format.
Notifications – configure how you receive notifications about report submission, approvals, rejections, and other updates to stay informed.
Bank account – add or update your bank account information to ensure reimbursements are processed correctly and reach your account without delays.

Account Personalization

This provides access to the following tabs:

Payment Instruments – add or manage bank accounts and cards you use to pay expenses.
Vehicles – add or update vehicles for mileage calculations and accurate reimbursement.
Delegation Management – share limited access to your account with chosen co-workers to be able to delegate tasks.
Contacts – manage the list of contacts you use to add guests to your expenses.
API Keys – generate and manage API keys for secure integrations with other applications.

Use the web app as an employee

Employees can track, submit, and get reimbursed for expenses.

Use the Expenses tab to manage your expenses. Here you can add, edit, delete, or group your expenses into a report for submission.

The Reports tab lets you track your reports. Here you can view, create, and export reports, and check their approval status.

In the Requests tab, you can submit advances, if your company allows them, and track their status until they are approved.

Use the web app as an approver

As an approver, use the Manager tab to handle submitted reports and advance requests. Here you can approve or reject reports, track team spending, and ensure compliance with company policies.

For a quick review, click Filter by non-compliant reports in the banner to see reports that require additional attention, and flag them if needed.

Use the web app as an administrator

Administrators can configure company settings through the Admin tab. The left-side menu gives you access to all available admin features.

Tenant file – view basic tenant information.
Users and Access – manage users, groups, delegations, contacts, absences, and security settings.
Expenses and Requests – access expense lists, reports, and spending policies.
Payment – handle advances, payment instruments, and bank accounts.
Advanced Settings – configure categories, projects, and custom fields.
Rates and Vehicles – set mileage rates and manage vehicles.
Global Settings – manage expenses, approvals, accounting, and the Employee Handbook.
Integrations – connect Expensya to external systems.
Import/Export Histories – track data imports and exports.
Insights and Reporting – access analytics and reports.
Subscription and Bills – manage your company’s subscription plan and billing details.

Available features in the Admin tab may depend on your company settings and subscription plan.

Use the web app as an accountant

Use the Accountant tab to track and manage all accounting activities. Here you can monitor approved reports, handle advance requests, and view restitutions and transactions.

For a quick review, click Filter by non-compliant reports in the banner to see reports that require additional attention, and flag them if needed.

Manage Expensya cards

Use the Expensya card tab to track transactions, manage budgets, and control spending, depending on your role and company setup.