Customer needs

Tracking and reimbursement of business expenses of employees. Implement the approval process for each particular expense report.

Requirements

Possibility to create Expense reports about particular employee expenses which they want to reimburse.
The expense report should include the necessary information:
a) date
b) merchant
c) amount
d) receipt photo, etc.
Each expense report can include as many claims as the employee wants to reimburse.
Before reimbursement, each report should pass through the approval process.
The approval process should include the following participants:
a) employee
b) approver
c) supervisor
Possibility to generate Bills for approved Expense reports and track their payment statuses (Open, Partly paid, Paid)
Receive notifications (in-app and email) about Expense reporting status changes

Solution

This extension is implementing Mileage and Expense tracking functionality in Accounting Suite.

Extension Allows users to submit, track, process, and reimburse employee expenses.

Expense Reporting can track employee out-of-pocket expenses and allow them to upload receipts, and enter details as well as mileage for reimbursement.

This extension creates a new type of documents ‘Expense report’ which is created, modified, and approved by 'Expense approval' process participants.

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Image of AccountingSuite Cloud Accounting

Approval process participants

Approver (Approve and generate bills for submitted reports)
Employees (Create and submit their own Expense reports)
Supervisors (Create and submit their own and other users' Expense reports)

Approver

Can approve or reject Employee reports.
Have access to administrative settings of the Expense reporting module
Can define the Employee as Supervisor
Generates Bills for approved reports

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Employee

Submitting their own expense report (with 1 or many claims).
Can add images (scans/photos) to each expense/mileage line in the report.
Able to see only their own expense reports

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Supervisor

Same as for Employee And

Can create expense reports on the behalf of other Employees.
Able to see only their own expense reports and the expense reports they have submitted on employees' behalf.

Expense reporting approval process

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Employee (or Supervisor) creates Report
When the report is finished user submits it.
When Expense report is submitted, 'Pending approval' status is assigned to the report, and Approver receives a notification (in-app or by email).
'Pending approval' expense report cannot be modified by Employee (or Supervisor).
Approver can approve or reject 'Pending approval' expense report.
If Approver rejects report, they must write a rejection reason for this report.
When Expense report is rejected by Approver, the ‘Rejected' status will be assigned to it, and Employee (or Supervisor) will receive notification (in-app or email).
Employee (or Supervisor) can modify rejected report and Submit it again.
After report is approved, Approver can generate a Bill based on Expense report data.
Approved reports cannot be modified by any user. Only Approver can change its status back to 'Pending approval'.

Large Customization - Expense Reporting