Expense management is one of the features available with Apron Capture and Pay.
You can capture, approve, and reimburse employee expenses in Apron easily.
Capturing expenses:
When submitting receipts that were paid personally and which need reimbursement, simply indicate that the receipt is a 'Personal expense'.
Here's how:
Mobile App: Activate the 'Personal expense' toggle when submitting receipts.
WhatsApp / Email: Include 'paid personally' or 'personal expense' in the message body (refer to this article for details).
Direct upload: After uploading, access the document review form and click the 'Personal Expense' toggle so that it's active.
Handling personal expense documents:
The contact will be changed to the user who submitted the receipt.
The supplier's name from the receipt will be noted in the 'Reference' field for tracking purposes.
For instance, if Eric Burn submits a receipt from Starbucks as a personal expense, the document will be allocated to 'Eric Burn - Expenses' and the reference will be pre-filled as 'Expense - Starbucks'.
Once the document has been reviewed and published, Apron will create an unpaid bill in your accounting software, which you will then be able to reimburse through Apron Pay.
Reimbursing expenses:
Once published, expenses will appear in the 'Ready to pay' section of the Pay tab.
As with other bills in Apron, you can select any number of expenses and batch reimburse your or your clients' employees in one go.
Additionally, you can use Apron's approval workflow features to create a dedicated workflow for managing expenses. This speeds up and smooths out collaboration with your clients when it comes to expense management and reimbursement.
Lovely!