Manual Getting started

Xpenditure: Getting started

1. Your Account

After your administrator has created an account for you, you will receive this email:

Follow the instructions in the mail: login with your email address and temporary
password (you will be asked to change it right after your first login).
Sign in from your computer at manage.xpenditure.com.
Go to https://m.xpenditure.com/ (mobile website) for tablets
Download the Xpenditure app for your smartphone:
https://itunes.apple.com/be/app/xpenditure/id512207629?mt=8
https://play.google.com/store/apps/details?id=com.cardwise.xpe
nditure
http://www.windowsphone.com/engb/store/app/xpenditure/e315735a-35d4-46b5-bf402e365766e1b3
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2. Dashboard:

When you login; your dashboard will appear.

If you prefer to have the navigation bar on your left hand side fixed on your screen, you
can click on the pin at the right top of the bar.

3. Personal settings

Your administrator already filled in most of the information for you, when creating the
account. You can check this info and adapt it (unless your administrator has blocked
certain fields).
Go to Settings Personal settings. You can navigate through the 4 menus:
Settings Payment methods Configure PDF reports Mail.

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4. Add expenses
4.1. Via smartphone (e.g. iPhone)

Hit add an image

Take a picture.
OK? Hit Use Photo.

Fill in the details,

save and submit it.

You can edit your expense now, fill in the details and submit it to your approver by
clicking on this icon:
To upload a receipt in Xpenditure, this is the easiest way.
If you want to upload an invoice (size A4) it is better to send them to
receipts@xpenditure.com.
4.2. Mobile website

https://m.xpenditure.com
Via our mobile website you can upload receipts as well, but you can do more here:
you have access to your reports and you can change your role (if relevant).
If you want to manage your expenses from a tablet we strongly advise to use the
mobile website.
4.3. Email

Scan your receipts/invoices as a PDF file, attach them to an email and send it to
receipts@xpenditure.com.
Do you receive invoices via email (e.g. train ticket)? They can be easily forwarded to
receipts@xpenditure.com.

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Please note that you will have to use the same email address as your Xpenditure
account. Otherwise we can not create the expense in the correct account.
We will send you a confirmation email.
4.4. Online account
4.4.1. Uploads from your computer

You can add a receipt by clicking on the green Add expenses-button.

Or you can click on Expenses in the navigation bar and then click on the green Add
expenses-button:

Select the files you need. After a few minutes the expense will be uploaded into your
account.

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4.4.2. Expenses without receipt

Choose Add expenses and Create manually.

4.4.2.1. Expense

Choose Expense:

Fill in what is needed and if wanted you can still add an attachment (if you do not have
a receipt, but do have a picture or)

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4.4.2.2. Mileage

Choose Mileage expense:

Fill in the date and the addresses from and to. Google Maps will do the rest for you.
With this function you can also add favorite addresses by clicking on the star at the
end of the address field. That will save time if you use the same address several times.

4.4.2.3. Time Tracking

Choose Time tracking expense:

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Fill in what is needed:

4.4.2.4. Allowance

Choose Create allowance:

Fill in what is needed and choose Enable daily travel allowances, then choose what
your administrator determined for you.

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5. Expenses status
processing
possible duplicate
unreadable
to be verified
completed
submitted
recalled
approved
controlled
rejected
reported

The expense is being read out, please have patience

This expense might be a duplicate.
The uploaded receipt can not be read out.
The receipt was read out but there are still some fields that
need to be filled in.
The information in the expense is complete and the expense is
ready to be submitted.
The expense has been submitted to the approver.
The expense has been recalled, because of a mistake you made.
The expense is approved by your approver.
The expense is controlled after approval.
The expense has been rejected by the approver or the controller.
The expense is reported, after upload approval control.

6. Edit and complete expenses

When an expense is being uploaded, you will receive this message in your overview:

Time to check the information of the expense and complete if necessary. If you forget
to fill in required fields, you will receive a notification. It is impossible to submit
expenses until all required fields are completed, you can always save.
Xpenditure already read out following information for you:
Date of the expense
Amount of the receipt
Currency (if mentioned on the receipt)
You can add a default currency in your personal settings to be filled in
automatically here, in case of no currency mentioned.
Merchant

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Depending on the fields your administrator has made visible and required, you will
have to fill in this information:
VAT amount & percentage: fill this in manually, unless it is filled out when
selecting a category.
Group where you belong to, if you can make expenses for different departments.
Project: Choose one out of a list or create one yourself.
Comment for extra info, e.g. the person you went to lunch with
Paid with: cash, card, advances,
Please note: a personal card will only appear here once you have
added it, a company card when your administrator created it for you.
Category: Choose the right one out of the list.
Country: where you made the expense
Reimbursable: Is automatically switched on for personal payments (cash,
personal card) and switched off for payments with your company card.
Invoice: Check the box and fill in the details.
7. Save and submit

Once you have completed all necessary expense fields you will be able to save and
submit the expense to the approver.

All these steps can be done by smartphone and tablet as well.

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8. Advances

The menu Advances is only visible if your administrator created it for you.

When you add an expense, you will find this payment method as an option in Paid
with

Once you have used the advance Xpenditure will count with you how much there is
still left.

Click on the advance line for more information:

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When the advance has been completely used, your administrator can end it.
If you do not use the complete advance, Xpenditure will show you what to give back.
9. Trips

If you go on a business trip, you often have expenses. We offer the possibility to link all
the expenses to the correct business trip.
Go to your Dashboard, click on the Add expenses-button and click on Create a trip.

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Create the trip and fill in all the needed details:

Depending on the company policy it is possible that the trip will need an approval
before you can link it to your expenses. The trip will then follow the same flow as your
expenses for approval.
You will now see it in your trips overview:

And when you add an expense now, the field Trips will also appear.

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10. Adapt expenses overview

We already suggest standard columns.

Maybe these already provide enough information for you but you can always add extra
columns by clicking on the + at the right of your screen.
You can then add the columns you want by clicking on the names of these columns. At
any point you can delete them again or replace them if wanted.

11. Reports
11.1. Standard report & reimbursement report

At any time you can create a standard report.

A reimbursement report can only be created once your expenses have been approved
and controlled (depending on the company policy) and if you have permission from
your administrator.
Go to your Expenses tab, choose Reports and Create reimburse report

All the approved (and controlled) expenses will appear:

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Click on Export to PDF.

Give the report a name, fill in your bank account number (if needed) and change the
currency if necessary (only possible to change in the currencies your administrator has
added on company level). Click now on Export.
The report is being created:

Once it is ready, you can download it by clicking on the V and send it to your
accountancy department , HR, (depending on the company policy).

An example of a report,
with an overview of the expenses:

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And the relevant receipts:

11.2. The reimbursement report is created for you

If this is the case for you, you will only need to complete and submit your expenses.
Once HR, accountancy or whoever is responsible for it has created the report for you,
you will get a notification in your account:

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