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…
How do I send a report in Expensya?
Once you have created a report and assigned invoices to it from the web or mobile version, you can proceed to send your report for validation. On the website: 1. Go to the "Reports" tab, 2. Access th…
Banks supported by Expensya
Expensya supports bank card statements from the following banks: American Express, Banque Courtois / Crédit du Nord, BNP Paribas, Caisse d'Epargne, Chase, CIC, LCL, HSBC, Mission Plus, Palatine, Sant…
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?
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 only be performed from the website. To do so:…
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", under "Projects" menu, Click on…
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 administrator, you can add bank accounts for the company or employees from the website. You can also ask our support team for the below configurations: "Employee cannot modify their bank accoun…
How to manage mileage expenses in Expensya?
Managing your mileage expenses on Expensya means the admin can change the scale (URSSAF for France, fixed rate and personalized rate) per vehicle type, distance and year. To proceed from the Admin ta…
Change my offer
Do you want to change your subscription? Go to the "Administration" tab Click on "Subscription" on the sidebar menu. All you have to do is choose the subscription that suits you best, and select whet…
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 ‘Administration’ tab…
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 only be performed from the website. To do so:…
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…
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An invoice's statuses
An invoice on Expensya goes through several statuses during its cycle: To validate: the invoice has just been entered through smart scan, the system needs you to check and confirm that the informatio…
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 activat…
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…
