First use - Company
How do I add or delete a user or adminisrator?
How do I add another user/ administrator or delete user? The administrator of an account can add other users to the company from the website. To add a user: 1. Go to the "Administration" tab then the…
Company Settings
An administrator can change the company settings on Expensya from the website. Through the "Admin" tab, under "Global Settings" on the sidebar menu you'll find: Your company's general information : C…
Can I change the export format?
If the Excel and PDF exports generated by Expensya do not suit you, we also offer other export formats ( Cegid, Sage, Quadratus, SAP, etc.) which can be found in "Administration", under the "Integrat…
Importing bank statements
The web version of Expensya enables you to import your credit card statement, so that you can compare more effectively what exists in Expensya and the transactions shown on your statement. To enable…
Banks supported by Expensya
Expensya supports bank card statements from the following banks: American Express. Amex. Banques Courtois/Crédit du Nord. BNP Paribas. Caisses d'Epargne. Chase. CIC. LCL. HSBC. Mission Plus. Palatine…
How to create user groups in Expensya?
What is a user group in Expensya? As an administrator, you are able to create user groups in Expensya. This feature allows you to group a company’s users according to an analytical axis. By creating…
Assign an administrator or accountant to user group
In Expensya you can assign an administrator or an accountant to user groups. When you assign an administrator or an accountant to a group, they will only see and validate the Reports from users belon…
How to give or receive access delegation on Expensya?
As administrator, you can manage delegated access for user accounts from the web version. For it: Go to "Administration", then "Users and access". Click on "Delegations". Then click on "+ Grant a del…
How to create a project in Expensya?
As an Expensya Administrator , you are able to add Projects from the web. A project on Expensya is an analytical pivot; in other words it is an additional field used for adding each cost, that you co…
How to assign my collaborators and groups to a project ?
As Administrator, Expensya allows you to assign collaborators or groups of users to a project from the website. To assign your employees to a project : Go to "Admin", then to " Advanced settings" men…
Manage professional vehicles in Expensya
As an administrator, you can manage professional vehicles from the website. To activate this feature, please contact Expensya support at support@expensya.com. Go to the "Administration" tab, "Vehicle…
How to fill the project import template
As an Administrator on Expensya, you can create all your project at once by filling the template on the website. Here is what a completed import template file looks like: How to fill the template? Pr…
How to create a category and configure my chart of accounts?
As Administrator , you are able to create and modify expense categories from the web interface. When you modify the categories in Expensya, you can also configure the expense accounts, the VAT accoun…
Customize the expense form fields
In Expensya, the administrator can customize the fields of an expense form. To manage the fields of an expense according to its category: From the “Administration” interface, go to the “Categories” s…
Customize category recognition for fast scan
As an Administrator, you have the option to configure the categories from the Expensya website. When configuring categories, make sure you insert the correct predefined categories so that our fast sc…
How to configure expense rules
As an Administrator , you can set limits for the different categories. You can create 4 types of expense rules: An alert: Displays a message indicating that the amount you have entered exceeds the ca…
How to set up bank accounts in Expensya
As an admin, Expensya allows you, from the web version, to add your company's bank accounts as well as you employees'. You can also ask our support team to configure the accesses of your employees in…
How to manage mileage expenses in Expensya?
Mileage management includes vehicle management and travel expense management. Management of mileage expenses:. Click on the "Admin" tab, under " Rates and vehicles" then "Mileage rates". The configur…
Change my offer
Do you want to change your subscription? Go to the "Administration" tab. Click on "Subscription" on the sidebar menu, under "Subscription and Bills" menu. All you have to do is choose the subscriptio…
How to export all company’s expense reports
In order to perform this action the user must be an administrator and using the website. Here are the steps to follow to export all your company’s expense reports: Log in to your Expensya account on…
How to deactivate compensation for mileage expenses?
If you do not want automatic compensation for mileage allowances to take place, we invite you as the administrator of your company on Expensya to deactivate it as follows: In the "Admin" tab. Click o…
Difference between global admin and restricted admin
A global administrator manages all of the functionalities of a company. The restricted administrator (also called group administrator) only manages the parameters related to the groups assigned to hi…
Grant or receive an access delegation on Expensya
In Expensya, access delegation allows a user to grant or receive access rights to or from another account, regardless of their position. This action can be performed from the website and the mobile a…
Add a lump sum - The German perdiem
In Germany, flat-rate travel allowances for accommodation, catering, etc. are fixed by the authorities. This type of package is known as the "German perdiem". Expensya allows German companies or comp…
How to enter mileage expense with a professional vehicle
Entering a mileage expense with a professional vehicule is exactly the same as entering it with a personal vehicle, you just need to make sure that your admin has entered the vehicle as professional…
An invoice's statuses
An invoice on Expensya goes through several statuses during its cycle: To validate : the invoice has just been entered through the fast scan, the system needs you to check and confirm that the inform…
Customize mileage expenses rates
In addition to the standard mileage reimbursement rate applied by your company, you can, as an Expensya administrator, add specific ones to one or more users. Activate the functionality:. To activate…
Tags in Expensya
In addition to the analytical axes, you have the possibility to create tags on Expensya. As an administrator, validator or accountant, tags allow you to create groups, filter the display of a list, m…
Custom Fields - The Basics
Custom fields are used to add more information to the expense form. These fields can be in the form of text fields, a drop-down list, numbers, or even tick boxes. They make it possible to enrich the…
Additional receipt compliance check
In order to better check receipt compliance, Expensya offers the two following features which can be activated together or separately. Inspection of the receipt’s image quality,. Check for potential…
Custom select list field
Expensya gives you the option of adding a custom select list field that allows you to add additional information to the expense form. Adding and configuring this field is carried out by the account a…
Category accounting data by Group
For administrators of multi-entity instances, this feature allows you to simplify account management and maintenance. If you have different accounting data for the same category, you simply need to a…
Import of bank statements by the Administrator
To effectively manage expenses and facilitate their addition to user accounts, Expensya allows the administrator to import company debit card bank statements. Imports are carried out on the web via t…
How to set up a mileage rate by period?
In addition to being able to configure mileage rates by groups, with different types of vehicles, rates, distance units, etc., you can now manage your mileage rates by time periods. This feature allo…
Understand the parameters for calculating mileage expenses
To understand the logic of the calculation on Expensya, it is essential to know this: The mileage of the vehicle (therefore the reimbursement level applied to the user) is the sum of the distance tra…
Automatic submission of expense reports
Because making your life easier is our priority, Expensya offers you a simpler and faster way to send your expenses. In fact, the administrator can set up autoNDF, which is a process of retrieving ve…
Password management by the administrator
Some companies use fictitious email addresses to create accounts for their employees. These email addresses only allow access to Expensya accounts and are not linked to any email account. In order fo…
Custom fields: linking to an expense rule
Expensya gives you the possibility to go one step further into your company’s functionality configuration. You already have the option of linking a custom field to a category; now it is also possible…
Use and monitoring of consumption of an advance
It is possible in Expensya to use and track the consumption of an advance previously validated by a manager and granted by an accountant. The employee will be able to use the advance as a payment met…
Identification of the @expensya domain
If your company uses the MailInBlack Anti-spam solution, Expensya’s notifications are blocked by default: Password reset, confirmation of validated expense report, confirmation of archived expense re…
Provisions' Export
The accountant can export the provisions to get an overview of the upcoming expenses. The exported file extracts all the data from the expenses to give the accountant information on the nature of the…
