Managing business expenses efficiently is essential for maintaining financial clarity and control. At amnis, we've integrated smart functionalities to make expense management easier and more streamlined for both card users and accountants.
Marking your expense as complete
Card administrators can specify the details required to mark an expense as complete. A card transaction in amnis is only completed and ready for bookkeeping once all necessary expense information has been provided. Admins can configure the following expense requirements in the company settings under “Cards & expense management”:
Receipt
Expense category
Cost center
VAT rate
By tailoring these settings, your team can ensure all necessary details are captured, making reporting and accounting smoother.
For example, if "Expense category" and "VAT rate" are set as required, the cardholder must add the category and VAT rate to the card transaction for it to be marked as complete; otherwise, the expense status in amnis will remain incomplete.
Where can cardholders add the required expense details?
Web App & Mobile App: If cardholders have an amnis login, they can simply log into their account, select the card transaction, and click on the button “Complete expense detail”.
Magic link functionality: For cardholders without an amnis login, the magic link functionality can be used. This allows non-registered users to upload receipts and add expense details easily online.
Manual override of expense status
Both admins and card admins can manually mark any transaction as complete or not complete, regardless of the predefined requirements. This can be done conveniently online through the web app, providing flexibility to manage exceptions.
Merchant-specific settings (Auto-Accounting)
Admins can configure settings for specific merchants independently in the merchant settings. This means that transactions from a particular merchant can be automatically marked as complete, bypassing the general expense configuration. This feature is particularly useful for recurring expenses or trusted vendors where additional expense details are not needed.
For example, if you have a monthly software subscription, you won’t need to upload a receipt each time - it will be marked as complete automatically, even if receipts are required in your general expense settings. Trusted merchants are also excluded from reminder emails, ensuring users only receive alerts for new transactions where receipts are truly needed.
What’s the Auto-Accounting feature?
For recurring card transactions with the same merchants, you can save time, improve the accuracy of expense tracking, and reduce manual errors by using predefined accounting and merchant details. Our system remembers your settings and automatically assigns the details - making expense management even faster. Learn more about auto-accounting here!
Reminder emails for missing details
To help keep expenses up to date, reminder emails can be sent to employees, prompting them to upload receipts or deliver any missing expense details according to the predefined accounting requirements.
This notification feature is easily accessible via a button in the card transaction overview, ensuring timely follow-up and reducing delays in expense reporting and bookkeeping.
Expense overview
To provide full visibility, we've added a filter and icons that indicate when a transaction is marked as "complete." This makes it easier for your (finance) team to identify and review expenses in the card transaction overview list, ensuring nothing slips through the cracks.
Your benefits in a nutshell
Customised pre-accounting: Tailor expense management to your specific needs, ensuring all critical details are captured.
Clarity: Use filters and icons to streamline transaction reviews, saving time.
Proactive management: Reminders ensure employees stay on top of their expense submissions, maintaining accurate records in digital form.
Efficiency: Automate processes for trusted merchants to reduce manual tasks.
Flexibility: Allow admins to manage exceptions quickly, reducing bottlenecks.
By leveraging these functionalities, you can significantly optimise your expense management and accounting process, ensuring a more efficient, accurate, and user-friendly experience for both card users and the finance team.
In case you need further information or help, please do not hesitate to contact us via email or live chat (blue icon in the lower right corner).