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?
Mission order requests and management
Automatic import of bank card statement
Professional payment instruments
Personal payment instruments
Manage your password
Exchange Rate on Expensya
Translation of expenses
Creation and management of credit notes and expense cancellations on Expensya
Recall a report
Managing contacts on Expensya
How do the exception requests work?
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 expense's statuses
Customize mileage expenses rates
Expensya Cards - Administrator Role Management
Tags in Expensya
Custom Fields - The Basics
Additional receipt compliance check
Custom select list field
Category accounting data by Group
Import of bank statements by the Administrator
How to set up a mileage rate by period?
Expensya Cards - Transaction Management
Expensya cards - Account management
Understand the parameters for calculating mileage expenses
Automatic submission of expense reports
Password management by the administrator
Custom fields: linking to an expense rule
Use and monitoring of consumption of an advance
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?
Understanding my mileage compensation.
How do I update my payment method ?
Manager or accountant can’t see a report
Can I pay in the currency of my choice?
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
E-mail notifications sent by Expensya
Reimbursement: a task held by your company
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 use public APIs to retrieve Expensya customer data as a VAT recovery partner?
How to integrate Uber to Expensya
Subscription and Billing
- All Categories
- First use - Employee
- How do the exception requests work?
How do the exception requests work?
Updated by Selim Ounis
On Expensya, there are 4 types of spending policies :
In certain cases of expenses subject to a ceiling reimbursement (2nd type of rule), the user has the right to request an exception in order to be reimbursed the full amount of the expense or an amount exceeding the ceiling.
The exception request is an option available only with the expenditure rule type: reimbursement by ceiling.
The exception request can be accepted or rejected by the validator or the account administrator.
The enabling of exceptions by the administrator :
- In the "Administration" tab, choose the "Spending Policies" sub-category
- Go to the "Spending Rules" page
- Click on "Add a new spending rule".
- Set up your spending policy by following the steps mentioned in the following article: How to configure expense rules
- In the 3rd step, check the "Allow exceptions on all categories except mileage" option
- Finally, click on the "Add rule" button
Adding a secondary validator to manage exception requests
Exception requests can be managed by the account administrator and/or the N+1 validator or by an additional validator:
To add a secondary validator, simply follow these steps
- In the "Administration" tab, choose the "Users" submenu
- Click on the user to whom you will assign the secondary validator
- Go to the "Validation/Approval" tab
- In the section "Additional validation levels", put the name of the validator in the first field
- Click on "None" and choose "Exception request"
- Save your changes via the "Update" button
Requesting an exception
If you want to be reimbursed for the full amount of an expense that exceeds the reimbursable amount, you can request an exception.
To do so, go to the "Expenses" tab,
- Go to the "Expenses" tab
- Click on "+ Expenses", then "Manual entry".
- Fill in the fields to create your expense
- Check "To be reimbursed".
- As soon as you fill in the field that does not comply with the expense rule, a "Request an exception?" button is displayed. The "Description" field becomes mandatory.
- Fill in the "Description" field, then click on the "Save" button