Advanced Expense Claims is a set of additional features designed to enhance your experience with Dext Prepare’s Expense Claim process.
This article is relevant to the legacy Dext experience. You can access the article for the enhanced Dext experience here.
Note: Advanced expense claims are available for businesses on the Dext Business plan and Partners on the Practice Advanced plan.
Two features are included in Advanced Expense Claims:
Auto Expense Claims is a tool used to automate the creation, population and completion of Expense Claims. After you set it up, it’ll routinely create Expense Claims for specified users on the account. Whenever these users submit an item to Dext Prepare, it’ll automatically be added to the Expense Claim for the period it was submitted in.
Expense Claim Approvals
Keep in mind that you must have the appropriate roles and permissions assigned to approve Expense Claims.
Admin users have full permission to approve expense claims, while all other users must have the ‘Manage other colleagues’ documents‘ toggle enabled to be assigned to an expense claim as the approver. The approver of a claim cannot be changed, however expense claims can be approved by all account Administrators, regardless of the team member assigned as approver.
Expense Claims can only be approved as a claim, not as single items.
You can edit a team member’s role and permissions by going to My Team in the sidebar, then clicking Manage next to the colleague and clicking Edit User Privileges.
Submitting an Expense Claim
- When a team member has completed their Expense Claim, they need to select the claim and click Submit for Approval
- Then choose an Assigned Approver and click Submit.
The Assigned Approver can be; a user set up as an Expense Approver, the Admin User for the account, or your Bookkeeper/Accountant who can access your account.
- The Expense Claim will be marked as Waiting…
Approving an Expense Claim
- The Expense Approver will receive a notification email and they can click on the View Expense Claim button contained in the email.
Or they can to log in to Dext Prepare, navigate to the Expense Claim section and click on the claim.
- They can edit the details of the Expense Claim or click to Approve Claim.
- Once approved a confirmation banner will appear.
Auto Expense Claims
Auto Expense Claims automate the creation of Expense Claims on Dext Prepare.
By using Auto Expense Claims:
- A new claim will be created for each user every week, fortnight or month.
- Any new items submitted by users with Auto Expense Claims will be automatically added to their claim
- At the end of the claim period, the Expense Claim will automatically close and a new claim will be created
You can set up Auto Expense Claims by:
- Accessing the Expense Claims section of the sidebar.
- Then clicking Actions, Manage Auto Expense Claims.
- You’ll then enter the setup wizard that will guide you through the necessary steps
- Specify how frequently you’d like new claims to be issued (weekly, fortnightly or monthly). Click Next.
- Specify which date of the month, or day of the week (for weekly or fortnightly) you’d like the Expense Claims to be created. Click Next.
- Specify which users on the account should have Auto Expense Claims using the dropdown.
Note: Users with Auto Expense Claims will have all of their submitted documents automatically added to their Expense Claim.
- Specify whether you’d like existing items in the Inbox from your specified account users to be included in the Expense Claim.
- Click Save. The new Expense Claims will be created.
You can identify Auto Expense Claims from regular Expense Claims. The ‘Robot’ icon indicates that an Expense Claim has been created through an Auto Expense Claim.
You can edit how Auto Expense Claims work in this account at any time, by pressing Actions, then the Manage Auto Expense Claims button.
How to Approve Expense Claims using the Mobile App
You can now approve expense claims submitted for approval using the mobile app!
To approve an expense claim on the mobile app:
- Log into the mobile app
- Click the Expense Claim button
- Click into the expense claim you’d like to review
- Once you’ve reviewed the items in the claim, click the three dots button in the top corner
- Select Approve Claim
