Expense Management - First Setup

Intro

Ready to create your travel expense report fast and easy with absence.io expenses including reporting and export to Datev or other popular financial programs? Then let's get started and set up your account in just a few steps!
 

Currently, our tool is optimized for users in the following countries: Germany, United Kingdom, Spain, Denmark, Finland, Norway, Sweden. Our tool's tax features are tailored to the regulations of these countries. 

Let's get started

To switch to the admin view, first click on the advanced view button and then on "Settings":

Now you are in the organization mode of our expense module and can set up your structure step by step.

Step 1: Create chart of accounts

Under Expense Management > Integrations you create your chart of accounts, e.g. according to Datev SKR04. Alternatively, you can simply upload the chart of accounts using the import function. Then you define the tax account there.

Step 2: Add payment methods

Under Expense Management > Integrations, you can add your payment methods. These can also be assigned individually as needed. You can find more information in this article.

Step 3: Create expense categories

Under Expense Management > Expense Categories there are already preset categories that you can edit/delete. Add as many categories as you need.

Click on Add new category and update description, salary type and account and VAT%. Press Save when you are done with the settings.

 

Step 4: Cost centers

Within the dimensions you can create e.g. cost centers and store them optionally in the user profiles. Here you can find more information.

Step 5: Workflow

Under Expense Management > Workflow you can set up your personal workflow for your company -click here for more details. If you also want to set up an approval process, you can do this via the Policy and approval tab in the left button. More info about setting up an Approval process you can find here. 

Yeah you made it!

Your account is now also set up and you can start submitting receipts as a user right away! As an admin, just select Private View in the button at the top instead of Organization.

Mobile App

Do you want to scan the receipts easily via your cell phone? No problem - just download the absence.io expenses app from the App/Playstore and update the regular absence.io app as well. The login only works via the "Expenses" button in the regular app, which will redirect you accordingly.

Please be aware: For users without access (deactivated and excluded users) any settings, unsubmitted reports or expenses will be permanently deleted after 90 days of inactivity.

Have fun using our solution!

Your team from absence.io