A key component of Innovo Xpense is the mobile app that allows you to capture and approve expenses on the move, anytime and anywhere.
It also will give you a real-time view of the status of your claims. Let's delve into the functionalities of the mobile app.
The various sections on the dashboard show the status of your expense claims and the corresponding volumes in cash terms and/or the number of transactions.
The sections available on the dashboard are as follows:
Pending Payment: Displays the cash value and the number of expense claims that have been approved and processed but for which you are yet to receive payment. In this section, you will be able to view the details for each claim but you will not be able to amend the claims.
Pending Approval: Displays the cash value and the number of expense claims and credit card transactions that have been submitted but are yet to be approved. In this section, you will be able to view and edit the details for each claim.
Rejected: Displays the number of expense claims or credit card transactions that have been rejected by your manager. In this section, you can view the reason for rejection for each claim, but you will not be able to amend the claims. You will have to capture a new claim should you wish to re-submit the rejected claim.
Recent card transactions: Displays the cash value of all corporate credit card transactions that have been submitted and approved. In this section, you will be able to view the details for each transaction, but you will not be able to amend the transaction.
Pending Review: Receipts that are forwarded via email to [email protected] will be visible in this section and you will be able to review and edit the details for each claim. The reviewed claims will join the regular workflow.
Recent Transactions: Displays the latest transactions, capped at a maximum of 30 transactions.
Transactions to Approve: Displays the number of transactions that are pending your approval. In this section, you will be able to approve or reject expense claims.
One of the most important features of the mobile app is the ability to capture your expenses conveniently as they occur. There are three ways in which expenses can be captured, namely via Smart Capture, Manual Capture or A4 Capture.
Take a picture of your receipt and Smart Capture will analyse your receipt, categorise it (e.g. entertainment or travel) and extract the relevant data to automatically fill in your expense claims. You can edit the following fields if required.
Claim Type: Here you can indicate if your expense is a cash or credit card transaction.
Currency: For expenses in a foreign currency, changing the currency to the appropriate one will automatically apply the prevailing FX rate for conversion of the expense amount into your local currency.
Expense Category: This field will indicate the expense category related to your expense claim. Innovo Xpense will pre-select a category for you and you can modify it if required.
Claim Remark: This a free text field where you can provide details relating to the expense claim.
Claim Group: The claim group is a custom grouping that you can specify and use in future expense claims to group expenses relating to an activity such as a business trip or a particular project.
Approver: Your default approver will already be visible in this field, however, if you have multiple approvers pertaining to different projects or cost centres, you can select the appropriate approver specific to the expense claim.
As Draft: The as draft function allows you to capture expenses and not submit them for approval and/or booking immediately. When As Draft is selected captured expenses will be in Pending Review status and can be found in the pending review section. You can manually update expense details before sending it off for approval and /or booking.
Once you are done, click on Submit Request and your claim is on its way to being processed.
If the initial analysis of the captured receipt indicates that the picture taken is of low quality, you will prompted to re-take the picture.
For handwritten receipts or receipts with faint ink, the manual capture function can be used to capture expenses.
For large receipts (e.g. hotel bills), the A4 capture function can be used to capture the expense. A4 capture works the same way as the Smart Capture process.
If you are a manager and are required to approve the expenses, you will see a section on your dashboard labelled as Transactions to Approve.
Clicking on this section will lead you to a list of all transactions awaiting your approval.
Transactions can either be approved or rejected by clicking the respective buttons. In the case you reject a claim, you can provide a reason for the rejection, which will be visible to the requester of the claim.
Reviewing Expenses submitted via Email or captured as Draft
Receipts that are forwarded via email to [email protected] and expenses captured as draft will be visible in this section and you will be able to review and edit the details for each claim.
For receipts sent via email, the review function is primarily for you to indicate if the receipt/invoice was paid by cash or credit card and to add in remarks. This information will not be available in the claim due to the expense being submitted via email.
For expenses submitted as draft, the review function will allow you to update, modify or delete (cancel) expense entries as required. Once the required changes are made the claim can be confirmed.
The reviewed claims will join the regular workflow.
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