Capture expenses

You capture expenses in the invoiceR app. Each document consists of a photo or scan and a short form with the details your accounting team needs. Your administrators decide which forms and fields you see. For a car trip the form asks for kilometres, for example, and for a business meal for the participants.

Capture an expense receipt

1. Open the invoiceR app. If you are not logged in yet, follow Log in to the app.
2. Photograph or scan the receipt with the camera.
3. Select the matching form, that is the type of expense. If automatic recognition is switched on, the app suggests the form itself.
4. Check the fields. Details recognised on the receipt are already filled in. Correct them if needed and add missing details.
5. Send the document.

The form can contain different field types: text, date, number, kilometres and selection fields. If a field has an info icon, tap it to see an explanation. Fields whose value is already determined are sometimes hidden by the app.

invoiceR app: expense form with photo of the receipt, selected expense type and filled-in date and amount fields

Tip

Photograph the receipt flat, well lit and complete. The better the picture, the more details the app recognises by itself.

What happens next

The expense document arrives in invoiceR and runs through the expense process there. Depending on your setup, these are the steps:

1. Assignment: The document is assigned to the right person automatically or manually.
2. Accounting: Account and cost centre are set. Default values from the form help with this.
3. Approval request: The responsible person approves the expenses.
4. Final check: Accounting checks the document one last time.
5. Completed: The document is done and can be found in the archive.

The individual steps are described in Accounting, Approval and Final check.

For administrators: adjust forms

You set up the expense forms per organization unit:

1. Open Administration > Organization Units.
2. Click the purple credit card icon (Spesen-Optionen bearbeiten, edit expense options) for the organization unit. Simple installations have only one organization unit.
3. Under Formulare (forms) you see the forms for the different expense types. Use Neu (new) to add another one, click a form to edit it.
4. For each form, define:
   • Titel (title): the name of the form in the app.
   • KI-Beschreibung (AI description): help text for automatic recognition. It uses this to select the matching form and fill in fields.
   • Default values for account, cost centre and project. They help to automate accounting.
   • Felder (fields): which details the form asks for.

Some labels in this window are currently shown in German only.

“Expense options” window with the list of forms on the left and the configuration of one form on the right

Note

Whether users see changed forms immediately or have to log in to the app again is not described here yet. This section will be completed.