New ways to optimize expense management in Extend

Extend offers expense management beyond budgets and virtual cards. Give your employees and guests of your org one convenient place to easily submit out-of-pocket expense reports. Your finance team will get a more holistic view of spending while ensuring reimbursable expenses don’t slip through the cracks.

With the expense reports feature, you can assign someone in the org to oversee and approve all reimbursable expenses. This person is your “approver,” and they are the only one who can approve or reject expense reports.

How does it work?

📍Out-of-pocket expense reports can be submitted and reviewed from “Expenses” on the main navigation.

Activate expense reports and assign an approver:

• In the Organization Settings on the Business Rules tab, the Owner or Admin should first activate the expense reports feature. 
• Next, assign an expense report approver.

Submit expense reports:

• Users can create an expense report from the Expenses page or the Create New button on the web and mobile apps. They’ll be guided through simple steps to complete the report, attach receipt(s), and submit.
• Users will receive status updates and notifications about their reports. Statuses include: not submitted, submitted, approved, rejected, and paid.

Approve and manage expense reports:

• The approver will receive a notification when an expense report has been submitted. They can review and approve reports from the web app—expense reports cannot be reviewed from the mobile app.
• For seamless reconciliation, the approver, Owner, Admin, or Bookkeeper can view and download all expense reports in the org and upload a .CSV file export directly to your HR software.

At this time, the Extend app does not support payment remittance. This function must happen through your HR or accounting software. 

Watch the video to learn more about how to manage out-of-pocket expense reports.

FAQs

Who can use the out-of-pocket expenses feature?
Anyone who belongs to an org or holds the Guest role in an org in Extend can take advantage of out-of-pocket expense reports. Only the designated expense report approver can approve and reject expense reports.

What happens if an org has not yet set an approver?
Users can still submit out-of-pocket expense reports. If there is no approver assigned, the Owner and Admins will get notifications about submitted reports and be told they need to assign an approver to take action.

What happens if an expense report is rejected?
The approver can leave notes in an expense report to provide reason for the rejection. At this time, the user will need to create a new expense report if they need to make a correction to a rejected report.