E-mail notifications sent by Expensya

Rim Chermiti Updated by Rim Chermiti

This article groups the different email notifications sent by Expensya to users: collaborators, validators, accountants and delegates.

Emails to collaborators:
  1. When an administrator creates a new collaborator:
    The latter receives an email to complete the validation of his account. 

  1. When a note is approved:

When the validator approves a note, the employee receives an email notification that the note has been approved.

  1. When a Note is Rejected:

When the validator rejects a note, the employee receives a notification email to inform him that his note has been rejected.

  1. When a note is sent to the accountant:

After the note is sent to the accountant, the employee receives an email notification that the note has been sent to the accountant.

  1. When a note is archived :

When the accountant archives a note, the collaborator receives a notification email to inform him that his note has been archived.

  1. After sending an invoice by email:

When the employee transfers an invoice via e-mail processing, he/she receives a notification e-mail to inform him/her that the transferred invoice has been successfully processed and is ready to be checked.

More details about sending an invoice by email are available at: How to add or delete an expense ?

  1. In the case of receiving or creating an access delegation:

Quand une délégation d'accès est ajoutée par l'administrateur ou par un utilisateur,

  • The beneficiary of this delegation receives a notification email to inform him/her that delegated access has been granted.

  • The account owner receives an email notification that delegated access has been granted for their account.

Email notifications of delegated access are set up from the employee's personal settings. For more details, please see the following article: My personal settings

Validation emails:

  1. Validators receive an email notification when they receive a note to validate:

Whether it is a level 1, level 2 or level "n" validator, the latter is notified by email as soon as a note has been sent for validation.

The accountant receives an email notification when a note is sent to accounting.

If there is more than one accountant on the account, no notification email is sent to any of the accountants.

Validators can receive reminder emails every three days to inform them that notes are pending validation. The account administrator can enable this option from the Administration tab --> Global Settings --> Validation

  1. In the case of delegated access:

When the delegation of access includes "validation" the account owner for validation and the delegate for validation will receive email notifications when an expense report is submitted for approval.

For more details regarding access delegations, please see the following articles: Manage delegated access

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