User guide

This user guide contains different guidelines to help you becoming familiar with « iExpenses Pro » application and knowing to use it.

  1. Quick entry of an expense
  2. Set up and use the application
  3. Customize of PDF export
  4. Complete entry of an expense

1. Quick entry of an expense
In this guide, you will learn how to enter an expense within a few clicks.
1

Expenses

The list of expense can be filtered by status « All », « Paid » and « Other ».

For each expense, the number of bills, the period and the amount is indicated.

2

Creation of an expense

To save time, the title is automatically set as the current month and the current profile is selected.

You can modify all these elements as you like.

3

Creation of a receipt: category of expense

First, you need to select the expense category. Some fields depend on the category: distance, number of nights …

4

Creation of a receipt: mandatory fields

Many fields are pre-filled: date, mean of payment, currency, VAT. In most cases, there is only the amount that must be filled!

In the case of a mileage invoice, the amount is automatically calculated after selecting the vehicle and entering the number of kilometers.

The default « mean of payment » and « VAT » values are configured within the expense category.

5

Overview of the expense

List all receipts entered for the expense with various information such as the expense category and the amount.

2. Set up and use the application
In this guide, you will see the general settings and referentials.
1

General settings

These are general application options.

Remark: we recommend you to choose « Photo quality = Good » to keep PDF files suitable size without compromising quality.

2

Referential: profiles

Profile information are displayed in the header of the PDF, including the company logo.

3

Referential: customers & projects

You can create as many customers and projects that you want. When creating a customer, you can import it from the Contacts application.

4

Referential: currencies

More than 160 currencies are present in the application!

If your currency is not present, you always can create it.

5

Referential: expense categories

Within each expense category, you can specify the rates of VAT and the mean of payment used by default to save time when entering receipts.

6

Referential: fixed price

Ideal when requests claims follow a bundle or are recurring: for example, a meal allowance for each day worked.

7

Referential: vehicles

All relevant information to enter your mileage reimbursement requests.

8

Referential: miscellaneous

Other referentials are available: types of meals, cost accounting, merchants, places & guests at meals.

3. Customize of PDF export
In this guide, you will see how to customize the PDF export according to your own needs.
1

General settings

Select the title and the sort order when printing receipts but also the columns to display in the PDF file.

2

Data to be displayed

You can control what information must be printed with each receipt.

3

Vehicles

In the case of mileage allowances, indicate informations you want to be displayed on the PDF export.

4

Colors

The colors of the different tables can be customized according to your company charter.

5

Synthesis

To enrich the PDF document, you can add synthesis by customer, project, expense category, accounting, merchant and mean of payment.

4. Complete entry of an expense
In this guide, you will learn to create a complete expense.
1

Expense

In addition to the title and the profile, you can specify the default settings to use in receipts of this expense.

Each receipt will then use this information while remaining editable.

2

Receipt: header and amount

A label can be placed for easy pointing an expense.

You can associate as many receipts as you want.

3

Receipt: VAT

VAT rates are automatically taken from the setting of the expense category. However, you are free to take them back and change them at will.

4

Receipt: specific

For specific categories such as hotel, plane, taxi, train, mileage allowances, meal and fixed price additional informations are required to enrich your PDF and CSV files.

5

Receipt: miscellaneous

The invoice can be identified as to be billed to the customer.

Various information can be added: comments, customer, project, merchant and cost accounting.