Xpenditure Tutorials - Creating rules, categories, projects & custom fields

Rydoo

Business travel booking & expenses management platform

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Xpenditure Tutorials - Creating rules, categories, projects & custom fields

Video Transcript

Speakers in this video: Jimmy (GetApp) and Bram (Rydoo)

Bram: In the company settings, we can also create different kinds of rules, something that will make life easier for companies, again teams and corporates to set up all kinds of rules in Xpenditure. You can translate your company policy in the system and the system will do the check for you each time somebody uploads or creates and expense. Here you have a few examples of such rules and it can be lunch expenses or limited to certain amount per day, no expenses during the weekends. For example, if we open up a rule so you can give a name and description for the rule. Step two, what should happen when the rule occurs? You can place a warning in the expense, you can send an email alert to the relevant approver, the controllers, the CFO's. And step three is, would you like to apply this rule to users or groups? So you can even apply a rule to individuals or to groups as well. That is something that we can choose whenever or as we wish. In the categories part, this is where you can add your account in categories. The categories you're using todays, weeks, designated accounting numbers and links them again to a certain branch. We can upload the existing categories that you're using in your accounting, C software for example via or CSV templates, have them uploaded all in one go.

Then users can select immediately the designated category when they make an expense. So for example they went for a lunch and they can just select the category lunch and meals and behind it, it will have the designated accounting number already attached to it for your reporting purposes. If we open up the category, you'll be able to say to which branch you would like to use this category. We can limit these categories in groups, set as a default category for mileage expenses for example, are the comment fields requires so each time they select a certain category that they need to fill out the common fields in an expense as well. This can be for example; if they select a category of business lunch and they need to fill out in a comment field with whom they had this business lunch with. The same goes for projects. We can add projects, again uploads a project lists via the CSV template but, so that people can select from a drop down menu when they downloads a receipt and link expenses immediately to show any projects. So companies that are working on a project basis, this does something very handy. It can also be used by single user of course if they work on a project basis because you can also do the reporting based on the different projects you were working on to see which kind of expenses were link to a different projects. You have the possibility to create custom fields in Xpenditure. You can add as much custom fields as you want to and again upload a list of custom fields and define values link to a custom fields. Again for example, so you can give it a name, link into the certain category, make it a required field, and limits your custom fields to specific roles. This is can be handy for teams and corporates.