First use - Employee
How to create an Expensya account?
How do I add or delete an invoice?
The different statuses of a report
How to create a report?
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
Automatic import of bank card statement
First use - Company
How do I add or delete a user or adminisrator?
Can I change the export format?
How do I send a report in Expensya?
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
Understand the parameters for calculating mileage expenses
First use - Expert Portal
Frequently asked questions and announcements
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
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 use Expensya's public APIs?
How to integrate Uber to Expensya
Subscription and Billing
Updated by Chaïma Bnina
As an administrator, you can manage professional vehicles from the website.
Go to the "Administration" tab, "Vehicles" submenu,
Click on the "Professional vehicles" widget
Manually add a professional vehicle:
Click on "Add a new vehicle",
Fill in the fields, and save.
The fields marked by an asterisk are mandatory.
Insert the registration document from "Evidences"
And assign the vehicle to an employee (not mandatory)
Import professional vehicles:
Another way to enter professional vehicles is importing them via our excel template. To import a list of professional vehicles:
Click on "Import vehicles", then "Download template file",
Here below and explanation of the columns, to easily fill out the template :
VehicleExternalId : is the vehicle's identifier. in your company
VehicleName : is the name of the vehicle.
VehicleType : mention if it's a car, motorcycle, etc.
CurrentYearKm : is the distance traveled during the current year.
LastYearDistanceKm : is the distance traveled during the previous year.
Click on "Import", a message will pop-up as below, confirming the import,
and a summary of imported vehicles and those updated if applicable :
To import the list of assignments:
Click on "Import assignments"
Download the template and fill it out, here's how :
VehicleExternalId : the vehicle's identifier within your organization
AffectedUserMail : email of the affected user for this vehicle.
AffectedUserPayId : affected user unique ID
AssignmentStartDate : assignment start date
AssignmentEndDate : assignment end date
AssignmentIsActive : Yes if should be applied, No if not.
Click on "Import" and a notification will pop-up "import successfully done".