Identify Card Expenses that haven’t been justified yet
There are two views where this information can be seen.
The finance department view
The first one is the the view of the finance department members. The page Expenses gives the list of all the expenses made by card, their associated information and their justification status. This view offers to the finance department a complete overview of who made which payment.
There are 4 different status for Expenses :
To justify : the receipt has not been uploaded yet by the card holder
To verify : the receipt has been provided, but the finance department has not verified it yet.
Verified : the receipt has been validated by the finance department
Receipt rejected : the receipt has been rejected by the finance department, et a new receipt must be provided by the card holder
This view can be accessed directly from Agicap web app, in the section Agicap Payment, tab Card Expenses.
The employee view
Usually, the employee do not have access to the finance department view. The employee can access the list of his own expenses still requiring a receipt from his personal space on the PC.
💡Best practise : save this overview to your bookmarks to always find all your open card transactions.
The employee can also access the list of his own expenses still requiring a receipt from Agicap mobile app.
Get the expenses receipts in Agicap
Add a receipt directly after the expenses thanks to the email or mobile app push notification
After doing a card expense, an employee receives an email or a push notification on the mobile app. The employee can choose which kind of notification is preferable for his card(s).
In the case of an email, it contains a link to submit the receipt. From the computer the employee can upload the file. From his smartphone, the link will open the camera allowing to take a picture of the receipt.
In the case of a push notification on the mobile app, the employee is redirected to the justification form on Agicap mobile app.
Set up a recurring automated reminder of not justified expenses
You can activate or deactivate the automated reminders sent to your employees, for all their expenses that are still lacking a receipt.
Find below the steps to activate those automated reminders :
From the Payments module, access the Settings thanks to the dedicated button in the top right hand corner (Image 1)
In the section “Card expenses”, click on “Notifications” (Image 2)
In this tab, you can activate/deactivate the automated reminder about missing receipts for card expenses (Image 3)
In this tab, you can also define the frequency of the reminders. In the exemple below (Image 3), you can see that employees will receive a weekly reminder, on Mondays, about their missing receipts
It is also possible to add a receipt directly from the list of expenses
The finance department can add it from the page Expenses
The employee can import it directly from his personal space on the PC. Or, even more convenient, from the mobile app, using the camera of his smartphone.
Finally, employees can share their receipt with the finance department or their manager by email
By sending their receipt by email to the dedicated email address, available on the Expenses page (image 4), employees make their receipt available to the person in charge of the verification
Two possible scenario:
If the information of the receipt that have been extracted by our optical character recognition tool (OCR) strictly match an existing expense, the receipt is automatically used to justify this expense.
Otherwise, the receipt will be available for the finance department in a dedicated list, accessible by clicking on “Justify” (see images 5 et 6)
All your receipts are now analysed by our OCR
In all the cases described above, when a receipt is sent or uploaded by user, this receipt is analysed by our optical character recognition tool (OCR). This allow to extract information useful for the verification of the receipt, and then for its pre accounting.
If the receipt is uploaded from an employee’s personal space or mobile app, or if it is sent by email, the receipt can take a few seconds to arrive on the finance department view. This is the time needed for our OCR to read the file and detect its information.
💡 Particular case : if the receipt is uploaded directly by a person from the finance department on their dedicated view, this receipt is temporarily in a status “Processing”. During this short period the OCR reads the file, and some actions on the expense are not available.