prospendsupport Knowledge Base

Desktop recipients and splits

Published August 8th, 2025 by Rafi Mubarak

Entertainment expenses If you are creating an FBT related expense type like Entertainment, you will be prompted to add in the Recipients. This can either be by the Actual recipient or a number of recipients. Actual recipients By default, you will be added as a recipient. To add more recipients, click on Add recipient. Specify the type of recipient

March 2023

Published August 5th, 2025 by Rafi Mubarak

Change to the Import Supplier Invoices Process When importing supplier invoices, you will now see a new field called Template. Please choose Standard CSV/Excel option when importing supplier invoice files in standard ProSpend format. If you have AGL electricity and AGL gas invoices in Excel format, you can choose the respective options in the templa

Prospendsupport Glossary

Published June 22nd, 2025 by Rafi Mubarak

This is a auto-generated Article of all your definitions within the glossary. Glossary This is a auto-generated Article of all your definitions within the glossary. All

August 2021

Published August 7th, 2025 by Rafi Mubarak

New User Interface for Claim Search/Update Claims Screen The claim search/update claims screen for payers and admins has a new interface. While all the previous functionality remains as it is, we have added a couple of new features which will help you in find claims faster. We have added a "Claim Type" filter in the header section, so you can look f

Mobile Approvals

Published August 8th, 2025 by Rafi Mubarak

When a claim has been submitted to you for Approval you will receive an email. You can approve claims from the mobile app. You can click on My Approvals and click into a claim that you want to review. Claim screen On the claim screen, you will see the below claim details and expense details - Claim details for expense claims Claimant name Claim to

Mobile Receipts

Published August 8th, 2025 by Rafi Mubarak

Your home page will list all of your receipts in your vault that are NOT attached to an expense line. Add receipts To add a receipt, click on the Blue + icon, click on New Receipt and click on the Camera icon to take a photo of your receipt. You can either Save - This will start the scanning process and store the receipt in your vault. You will be d

PO Number and PO Date Columns on Claim Search Screen

Published August 8th, 2025 by Rafi Mubarak

We are adding 2 new columns and 1 new filter on our Claim Search screen for claimants, approvers, payers and admins. Columns PO Number PO Date Filter PO Number The PO Number and the PO Date columns will always appear on the Claim Search screen unless the claim type filter is set to a claim type that is not Purchase Order. In that case, the system wo

Mileage Claim

Published August 7th, 2025 by Rafi Mubarak

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Workflow

Published August 9th, 2025 by Rafi Mubarak

Workflow Setup There are 3 different types of Workflows that can be setup for each Claimant: Expense Workflow: Cash or Card Claim Invoice Workflow: Supplier Invoices Purchase Order Workflow: Purchase Orders Depending on the requirement, all the workflows can be same or different. To setup workflow go to Setup > Workflows Provide the Workflow Name

September 2023

Published August 5th, 2025 by Rafi Mubarak

Ability to Create Bills in Submitted Status in Sage Intacct Our Sage Intacct customers can now choose to create bills in Submitted status instead of Draft status when they are being exported from ProSpend. Please reach out to us if you want this updated. Option to Create Different Journals in Sage Intacct By default, ProSpend exports credit card c

Receipt matching

Published August 8th, 2025 by Rafi Mubarak

ProSpend uses Smart Matching technology to match your receipts to the right expense line in a claim. Credit card claims. When an expense line is imported for your credit card claim, ProSpend will search your vault and try to find the right receipt. If we find a receipt matching it will be attached to the expense line automatically. Card claim

Mobile Overview

Published August 8th, 2025 by Rafi Mubarak

With ProSpend mobile, you can Capture receipts Create a reimbursement claim and submit for approval Create mileage expenses and submit for approval Edit credit card claims and submit for approval Create Purchase Orders and submit for approval Approvers can approve any claims Getting started As a new user in ProSpend you will receive a welcome email.

Mobile POs

Published August 8th, 2025 by Rafi Mubarak

Mobile purchase orders From your Mobile App, you can create a purchase order and send this to your Approver. Once approved your purchase order will be sitting in your portal as Approved and will be valid for matching to the incoming invoice from the supplier. To do so simply log in to the mobile app, click on the blue plus button and click on New

Release Notes – 2025.1.001

Published August 28th, 2025 by Rafi Mubarak

Release Date: 3-Feb-2025 Overview This release introduced the Statement Reconciliation feature, providing a streamlined way to reconcile supplier statements against invoices. What’s New Statement creation and document upload. Invoice reconciliation/unreconciliation with validation checks. Closing functionality for completed reconciliations. Enhance

Smart Update

Published August 8th, 2025 by Rafi Mubarak

Smart Update function allows the claimants to bulk update expenses or items in a claim with a category, cost centre, project group, project, expense type and/or activity code. In the Smart Update modal, the claimants can choose a category, cost centre, project group, project, expense type and/or activity code in the top section. The category and the

Azure User Sync

Published August 8th, 2025 by Rafi Mubarak

ProSpend can sync user details from Azure using SCIM Provisioning. The client needs to create an app in Azure. ProSpend will provide instructions on how to do this. Once provisioning is enabled, every 40 minutes Azure will send user details for all the users updated in the previous 40 minutes. New Users If a user profile is active in Azure, the bloc

March 2021

Published August 7th, 2025 by Rafi Mubarak

All Approvers Shown Approved Claims Previously, when a claim had multiple approvers, only the final Approver was able to view the claim in their profile. This has now been changed so that the claim can be seen by all Approvers For claims that an approver has approved, that still requires further approval from another user, any user that has approved

December 2021

Published August 6th, 2025 by Rafi Mubarak

Ability to Change Amounts After Claim Approval By default, the amounts are locked after a claim has been approved. We have now introduced a new user permission which enables the payers or admins to be able to update these amounts. New User Permission A new permission is available in the "Permissions" within the user profiles and when this is ticked,

Login via Desktop & Mobile

Published August 8th, 2025 by Rafi Mubarak

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Entertainment

Published August 8th, 2025 by Rafi Mubarak

There are two different options of capturing FBT for employees and guests in entertainment expense. Option 1: If you would like to capture just number of guests and employees: Here is what the screen will look like when a claimant will enter a claim: Option 2: If you would like to capture names of the employees and the guests, Here is what the scre

Disconnecting ProSpend app in Xero Publication

Published August 9th, 2025 by Rafi Mubarak

Xero - Remove the expense-manager connected app Please follow the three steps below to disconnect the expense-manager app from Xero. Go to Settings. Go to Connected Apps. Disconnect all ProSpend apps.

Reimbursement Claim

Published August 8th, 2025 by Rafi Mubarak

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July 2021

Published August 7th, 2025 by Rafi Mubarak

Operational Dashboard - Date Filter Last month, we introduced an operational dashboard which helps you track and report on workflow performance and identify any areas for improvement. We have now added a date filter to that dashboard, so you can see the historical performance and compare it with your current performance. Changing the above date filt

Bill Cycle

Published August 9th, 2025 by Rafi Mubarak

If your company is using corporate credit cards, ProSpend can receive the transactions every day. The administrators will see a section called "Bill Cycle" under Claims. Within the bill cycle section, ProSpend will show a separate bill cycle for each statement period. The current bill cycle will be marked as Open and all the previous ones are marked

February 2021

Published August 7th, 2025 by Rafi Mubarak

Calculating due dates using payment terms You can now set up payment terms for each supplier and then the system will calculate the due dates for the supplier invoices based on these payment terms. We can have standard payment terms like 7 days, 14 days, 21 days, etc which can be assigned to the suppliers. When the invoice comes, the system will add

May 2021

Published August 7th, 2025 by Rafi Mubarak

Mobile App Changes The new version of the mobile app includes a major upgrade of the styling. The workflow has not changed but you have more functionality, such as:- Credit card claims available to edit and submit Split and FBT related expenses are much easier to do Purchase Orders can be created on the mobile Below are the links to all of the updat

Card Claim

Published August 8th, 2025 by Rafi Mubarak

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Expense Details

Published August 9th, 2025 by Rafi Mubarak

User help added in the expense details field will appear on the claimant page. This can be added either at the time of creating expense type or later on. To add expense details, select Expense Types under "Setup section". If you would like to add the user help to a new epxense type then click on "Add Expense Type" button, otherwise select the exisi

Receipts

Published August 8th, 2025 by Rafi Mubarak

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November 2021

Published August 6th, 2025 by Rafi Mubarak

Budget Changes Included in the Audit Trail Report Any changes made to the budget or budget allocations are now reflected in the audit trail report for admins. In the "Audit Trail Report" for admins, there are now 2 new audit types - Budget - this includes all the changes made in the budget details section like the budget name, budget period, etc. Bu

A refreshed, cleaner, and more intuitive ProSpend interface

Published August 8th, 2025 by Rafi Mubarak

Discover ProSpend’s refreshed interface. A sleek, modern update that’s all about making your experience cleaner, faster, and easier on the eyes. Enjoy a simplified layout, improved readability, and a more consistent look and feel - all designed to make your day-to-day experience smoother and more intuitive. This isn’t a new feature release. It’s a

Personal Card Import

Published August 8th, 2025 by Rafi Mubarak

Create a new claim From your home page, click on the Cash Claim link and launch a new claim. The description field can be updated. Your default approver is assigned and you can specify the claim period. When you click Save a new claim will be created with a unique id and you can start adding expenses. Adding expenses from a personal card import If y

November 2022

Published August 6th, 2025 by Rafi Mubarak

Exporting Data to Custom Fields in Sage Intacct For our Sage Intacct customers, ProSpend can now export data to custom fields in both AP Supplier Invoices and General Journals at the header level. Sage Intacct AP Supplier Invoice Sage Intacct General Journal We can export any standard ProSpend claim field data to these custom fields. For example -

January 2024

Published August 5th, 2025 by Rafi Mubarak

Option to Display Expense Type Name on Purchase Order Copies ProSpend now has an option to display expense type names on purchase order copies that are sent to the suppliers. Stacked format - Standard format - Please reach out to us if you need more information on this and want this setup for your company. E-Claims on the Operational Dashboard E-C

March 2022

Published August 6th, 2025 by Rafi Mubarak

Validating Badge for Supplier Invoices We have introduced more visibility to users on the progress of our invoice scanning process, particularly when a document has to be routed to our 'Human-In-The-Loop' You will be familiar with seeing your supplier invoices having a Scanning badge. This means we have picked up the document and it is now being s

Budgets

Published August 7th, 2025 by Rafi Mubarak

Whether your business is running an event, managing construction sites or wanting to give your teams more autonomy, ProSpend's budgets really help your people to make informed decisions No longer is your budget a hidden excel spreadsheet, your employees get visibility before making a purchase. Budget creation An administrator is able to create new b

May 2024

Published August 5th, 2025 by Rafi Mubarak

Ability to Copy Budgets We are excited to announce a new enhancement to our Budget Module - the ability to copy existing budgets for a new period. This feature is designed to save time and effort, making budget creation more efficient and user-friendly. To copy a budget, please follow below steps - Choose any existing budget that you want to copy. C

Approval Workflows

Published August 9th, 2025 by Rafi Mubarak

Claim workflow Claim is created by claimant or automatically created by credit card feed. Cash or credit card claim created as NOT SUBMITTED Claim can be pushed to Approver or on submit goes through the approval workﬂow If approval limits apply only those Approvers with above limit can be chosen. Invoice Workflow 1 - Created as Not Submitted Invoic

Approve a Claim

Published August 7th, 2025 by Rafi Mubarak

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Import Purchase Orders

Published August 9th, 2025 by Rafi Mubarak

As an admin or a claimant, you can import purchase orders in bulk via bill cycle using an import template. You can download the template using the link below - Purchase Order Import Template Below are details on some of the columns. For up to date information on the columns, please refer to the file above. PO Number - this will be populated in the P

Copy Purchase Orders

Published August 8th, 2025 by Rafi Mubarak

Copy Purchase Orders In ProSpend, you can copy past purchase orders to create new ones. As a claimant, you can go into any of the past purchase orders which can be in any status and click on Copy button on the top to create a new purchase order with most of the data being the same. Copied Details Below are the details that will be copied over from

Policy Levels

Published August 9th, 2025 by Rafi Mubarak

In ProSpend, the Policy Level feature can be used to enforce expense limits on the users. You can have up to 5 levels of staff where one of the levels is allocated to each user. Once the policy levels are allocated to the users, the expense limits can be setup for each expense type. Policy Level can be setup in three steps – Create the policy levels

January 2022

Published August 6th, 2025 by Rafi Mubarak

Custom Fields You can now create new fields based on expense types which means as soon as the users choose an expense type, the system will display new fields for them to update. You can have different fields for each expense type and these fields can be simple text fields or date fields or drop down fields. Field Groups To enable these new custom f

Operational Dashboard

Published August 9th, 2025 by Rafi Mubarak

The operational dashboard helps you track and report on workflow performance and identify any areas for improvement. This is available for ProSpend admins under Reports menu. The dashboard will have up to 9 tiles depending on the modules that have been enabled. There are 3 charts for expense claims which includes both cash claims and credit card cla

August 2024

Published August 5th, 2025 by Rafi Mubarak

Supplier ABNs in the Expense Report A new column for supplier ABNs has been added in the expense report now. This column will be populated only for supplier invoices and purchase orders. If ABN is not present on the supplier profile, this column will be blank. The downloadable Excel report also has this new column. Ability for Delegates to Link Purc

Supplier set up

Published August 9th, 2025 by Rafi Mubarak

The admins or the payers can setup suppliers in ProSpend. This can be done from the Suppliers section under “Setup”. In the supplier section, there are 2 ways to setup new suppliers. 1. Add Supplier If there are one or two suppliers to be added, then this method can be used. Please click on +Add Supplier button to add a new supplier. On the next scr

February 2023

Published August 5th, 2025 by Rafi Mubarak

Change Amount Sign via Smart Update If you want to update amounts for multiple lines in a claim from positive amounts to negative amounts or vice versa, you can do this via smart update moving forward. To do this, please click on Smart Update in a claim. Then tick Change Amount Sign checkbox, choose lines that need to be updated and you can see the

Delegate Access

Published August 9th, 2025 by Rafi Mubarak

Setting up a delegate If user permissions feature is not enabled As an admin, go into the profile of the user who requires a delegate, scroll down to Claimant Details section and in the Delegate field, choose a delegate. If user permissions feature is enabled As an admin, go into the profile of the user who will be the delegate, go into the user per

Administrator Reports

Published August 9th, 2025 by Rafi Mubarak

There are a number of reports available within the expense manger system however these will vary depending on the users access level. An administrator has access to all reports available to a payer with the addition of the claim search, audit trail report, usage report and the ability to export the database. To access the reporting section, sign int

Mobile Mileage

Published August 8th, 2025 by Rafi Mubarak

Mobile mileage expenses with Google maps Mileage expenses can be added to a cash or mileage claim (as per your company's requirements). Mileage expenses can created from the mobile app. A mileage expense will have a default per km rate configured by your Company Our Google maps integration automatically calculates your trip distance and saves the ma

February 2024

Published August 5th, 2025 by Rafi Mubarak

Business Central Supplier Sync Our clients using Business Central now have an option to sync supplier data from Business Central to ProSpend. ERP Sync To sync the suppliers, the admins have to go into ERP Sync section, connect to Business Central (if it hasn't been connected already), tick Suppliers and then click on Update. Active Suppliers ProSpen

Forgot Password

Published August 9th, 2025 by Rafi Mubarak

Forgot Password If you have forgotten your password and are unable to login to ProSpend, go to login page and click on Forgot Password. Enter your username and click submit button. An email will be sent to your email address registered with ProSpend. Click on the link provided in your email to reset the password Enter your new password in both the f

Mileage Claims

Published August 8th, 2025 by Rafi Mubarak

Mileage expenses withGoogle maps Mileage expenses can be added to a cash or mileage claim Mileage expenses can created from the mobile app. A mileage expense will have a default per km rate configured by your Company Our new Google maps integration automatically calculates your trip distance and saves the map as a receipt Mileage expenses on the des

Rollback exported claims

Published August 9th, 2025 by Rafi Mubarak

If claims fail to export to the finance systems or if the payer/admin realises that wrong information has been exported, the claims can be removed from the export, unfinalised and then re-exported. Removing the Claims from the Export All the claims that have been exported before or added to an export already can be found Claim Exports section under

Category and Cost Centre

Published August 9th, 2025 by Rafi Mubarak

Category To add a new category, select Category under “Company” section. In the “Category” page, click on +Add Category Here, complete the following – Select an Accounting system - This field will only appear if you have multiple integrations in Prospend Enter the Name of the Category Once the category has been saved, you will then need to

ABA File

Published August 9th, 2025 by Rafi Mubarak

When claims such as supplier payments and reimbursements are exported, we can give you an option to download an ABA file from the export screen which can then be imported into your bank portal to make the payments. Below is a screenshot of a sample ABA file - You have an option to download an ABA report too. This is a PDF document which lists all th

October 2021

Published August 6th, 2025 by Rafi Mubarak

Send Purchase Orders Directly to Suppliers Previously, once a purchase order has been approved, only the claimant who raised it receives a copy of it. You can now choose to send these purchase order copies directly to the suppliers or any other nominated email addresses. When a supplier is chosen on a new purchase order, the system displays an "Ema

February 2022

Published August 6th, 2025 by Rafi Mubarak

Purchase Orders can be Made Mandatory/Not Mandatory by Supplier In the supplier setup, there is a new field called "Require Purchase Order". You can use this field to make the purchase orders mandatory or not mandatory for invoices from that supplier. The default option will be the rule you have setup in the past. For example - if you have setup a r

Card claims

Published August 8th, 2025 by Rafi Mubarak

Create Credit card claims are created automatically for you by your company with a daily credit card feed. When you spend money on your credit card the expense line will be imported into ProSpend and a new claim will be created for you. This will be your current credit card claim and it will have the status of Processing. All charges will be added t

July 2023

Published August 5th, 2025 by Rafi Mubarak

Exporting Documents to Business Central For our clients using Business Central, we can now export documents to Business Central. For supplier invoices, we can export the full invoice document as a document and for cash and card claims, we can export the claim summary as a document. Document Names When exporting documents, Business Central requires u

May 2023

Published August 5th, 2025 by Rafi Mubarak

List of Purchase Orders Shown in the Purchase Order Field in Supplier Invoices We have made some changes to the list of purchase orders that will be shown in the purchase order field in supplier invoices. The system will still continue to show only approved or finalised purchase orders that are open for the selected supplier but the list of options

September 2022

Published August 6th, 2025 by Rafi Mubarak

Import Supplier Invoices You can now import supplier invoices using an Excel or a .csv file instead of emailing the invoices to ProSpend. To know more about it, please click on the button below - Purchase Order Closed and Re-Opened Emails You can now choose to send emails to the claimants when their purchase orders are closed and re-opened by payers

July 2024

Published August 5th, 2025 by Rafi Mubarak

Ability to Close and Open Bill Cycles With this option, your team can now close your bill cycles for your corporate credit cards. Your admins will be able to do that within the application. Any open bill cycle will have an option to close it. Once a bill cycle is closed, all the claims within that will be available for submission. Any new expense th

October 2022

Published August 6th, 2025 by Rafi Mubarak

Exporting Data to General Ledger Dimensions in Sage Intacct For our Sage Intacct customers, ProSpend can now export data to general ledger dimensions in both AP Supplier Invoices and General Journals. Sage Intacct AP Supplier Invoice Sage Intacct General Journal These dimensions can be setup as standard fields or custom fields in ProSpend and we ca

Email Notification

Published August 9th, 2025 by Rafi Mubarak

offers various workflow emails. If required, new supplier and new card emails can be enabled/disabled at the user level and rest of the notifications can be enabled/disabled for all the users Approval/Rejection Emails Once a claimant submits a claim to their default approver, following email is sent out to that approver to approve the claim. Once t

April 2023

Published August 5th, 2025 by Rafi Mubarak

Ability to Force Invoices Linked to Particular POs to Go Through Approval or Have Them Auto Approved Previously, each client could choose if the invoices linked to POs are to be auto approved or if they are forced to go back to the approvers for second approval. This was setup by your ProSpend consultant at the time of implementation and from there

Supplier Invoices

Published August 7th, 2025 by Rafi Mubarak

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Supplier Invoice Payment

Published August 8th, 2025 by Rafi Mubarak

When you want a supplier invoice to be paid you will send these to your vault in ProSpend and a new Supplier/Invoice Payment Request will be created for you. Everyone has a document vault and this is where your receipts and invoices are stored. Click on the Document Vault link to see your unique email address. The easiest way to get your supplier in

Expense Type Match

Published August 9th, 2025 by Rafi Mubarak

The admins can setup rules for the system to auto code expense type for credit card expenses based on the name of the supplier in the credit card feed. To do this, they can go into Expense Type Match under Setup section. They can then see all the rules that have been setup in the system and on the top right-hand corner, there is an option to add mor

Create new expense type

Published August 9th, 2025 by Rafi Mubarak

A new expense type can be added by an Admin in three steps – Adding a new expense type. Linking it to categories and adding GL code. Linking it to cost centres (only if you have the expense types limit turned on for cost centres). 1. Adding a new expense type To add a new expense type, select Expense Types under “Setup” section. In “Expense

Custom Fields

Published August 9th, 2025 by Rafi Mubarak

You can now create new fields based on expense types which means as soon as the users choose an expense type, the system will display new fields for them to update. You can have different fields for each expense type and these fields can be simple text fields or date fields or drop down fields. Field Groups To enable these new custom fields, you wil

April 2021

Published August 7th, 2025 by Rafi Mubarak

Delete Bookmarked Splits The bookmarked splits can now be deleted. Acting Approver Changes Below are 2 changes that have been made to the acting approver feature - 1. When the user profile is updated with an acting approver and the current date falls within the from and to acting dates, then all claims for that approver will be switched over to the

Mobile Reimbursement

Published August 8th, 2025 by Rafi Mubarak

Mobile reimbursement claims There are two ways a reimbursement claim can be created on the mobile app. Option 1 - from the 'add receipt' function Option 2 - From the 'create new claim' function Create from add receipt Once you have added a receipt, you can add it to a reimbursement claim. about adding receipts on mobile. Choose to create a new cl

January 2021

Published August 7th, 2025 by Rafi Mubarak

Mobile Purchase Orders Mobile Purchase Orders Default Currency for Supplier We have added a new field to the Supplier setup screen - the default currency that the supplier trades in. This can be found second from the bottom in the Supplier screen. Once a default currency has been selected for a supplier, any items on purchase orders or supplier

November 2020

Published August 7th, 2025 by Rafi Mubarak

These changes were released in November 2020 Approval by supplier ProSpend has powerful approval configuration options so businesses can control how invoices are approved and who can approve them. We have now added the option to allocate an approval workflow by supplier. i.e. All invoices received from Officeworks are automatically assigned a def

Mobile Credit Card Claims

Published August 8th, 2025 by Rafi Mubarak

From the Claim List on the mobile, you can edit and submit these claims. The credit card claim is presented with the Claim Header. This includes the claim period and Approvers. The claim header can be closed to display just the expense list. How to edit a credit card claim The workflow for editing an expense is the same as the desktop. Any expens

October 2020

Published August 7th, 2025 by Rafi Mubarak

These changes have recently been rolled out in October 2020. Supplier import & export process We have now made the supplier export and import process easier. To download the list of suppliers set up in ProSpend, please login as Admin → Export Database → Supplier Export. You can make all the changes you want to make to the existing suppliers in

June 2021

Published August 7th, 2025 by Rafi Mubarak

Authorisor Policy Level Field in the User Profile The authorisor policy level field in the user profile which had the policy levels setup has now been removed. Cancelled Status on the Purchase Order Copy If a purchase order claim is cancelled in ProSpend, the system will now show the status on the purchase order copy as "Cancelled". Mobile App - On

Splitting expenses

Published August 8th, 2025 by Rafi Mubarak

Splitting an expense An expense coding can be split. This is done from the Detail view When you click on the Split button, the split window is display The split window is displayed with the original amount line and one new split line, but you can add as many split lines. Split options An expense can be split in the following ways: Category Cost Ce

ERP Synchronisation

Published August 9th, 2025 by Rafi Mubarak

ERP Sync ProSpend can sync suppliers, projects, project tasks and cost categories from external finance systems. The Admin user can simply click into ERP Sync under “Setup” section, choose what they want to sync and click on Update. The system then schedules the sync and will send you an email once it is completed. During the sync, the system create

Payer Reports

Published August 9th, 2025 by Rafi Mubarak

Payer Reports There are a number of reports available to accounts payable users in the system. Expense report where line level data is required Claim status report where just claim totals and the status is required. Receipts report for duplicate attachments Activity code report to enable a PDF file to be generated containing all receipts or invoices

Mobile Recipients and Splits

Published August 8th, 2025 by Rafi Mubarak

Entertainment expenses If you are creating an FBT related expense type like Entertainment, you will be prompted to add in the Recipients. This can either be by the Actual recipient or a number of recipients. Actual recipients By default, you will be added as a recipient. To add more recipients, click on Add recipient, specify the type of recipient a

Welcome email

Published August 9th, 2025 by Rafi Mubarak

When you create a new user you can now choose to have a Welcome Email sent to them. The email (see below) will confirm to the user all the information they will need to first login, as well as links to the Help site. The email also includes your nominated point of contact for your users. This is stored in the category set up profile as the 1st con

Importing Claims

Published August 9th, 2025 by Rafi Mubarak

To create card claims, you would need to import the bank statement file, from your respective banker, to ProSpend Database. Bill Cycles for Business Credit Cards (Manual Imports) With the bill cycle feature for business credit cards, you can upload files as frequently as you want to but have only one claim per cardholder per statement period. As an

Import Supplier Invoices

Published August 9th, 2025 by Rafi Mubarak

As an admin or a claimant, you can import supplier invoices in bulk via bill cycle using an import template. You can download the template using the link below - Supplier Invoices Import Template Below are details on some of the columns. For up to date information on the columns, please refer to the file above. Claimant Name - this needs to match a

How to add a mobile bookmark

Published August 9th, 2025 by Rafi Mubarak

Mobile Bookmarks Whatever platform you’re using, you can bookmark (pin) the ProSpend mobile site to your home screen so you can quickly access the app. iPhone, iPad, & iPod Touch Go to the ProSpend mobile site from the Safari browser Tap the Share button on the toolbar — that’s the rectangle with an arrow pointing upward. Tap the Add to Home Scr

December 2022

Published August 6th, 2025 by Rafi Mubarak

NetSuite Supplier Sync Our clients using NetSuite will now be able to sync supplier data from NetSuite to ProSpend. ERP Sync To sync the suppliers, the admins have to go into ERP Sync section, tick Suppliers and then click on Update. Active Suppliers ProSpend will create all the suppliers that are active in NetSuite i.e in the supplier profile in Ne

September 2021

Published August 6th, 2025 by Rafi Mubarak

Click Through Report from the Charts in Operational Dashboard You can now click on the bars or pies or numbers in the charts in operational dashboard to view the list of claims making up that number. For example - you can click on one of the bars in "Claims Past Due" chart and you can see the list of claims that are x days past due. You can then g

October 2024

Published August 5th, 2025 by Rafi Mubarak

Ability to Enter Tax Rate in 4 Decimal Points Previously, the tax rate field accommodated only 2 decimal points. This has now been increased to 4 decimal points. The tax amount will be calculated accordingly. Finalised Date Filter and Column in the FBT Report We have now added a new date filter in the FBT Report. This filter can be used to filter ex

June 2023

Published August 5th, 2025 by Rafi Mubarak

Order Coding Details in Stacked View on Purchase Order Claim Summary By default, the order coding details on purchase order claim summaries are shown in different columns. We now have an option to show these details in stacked view. Please reach out to us if you want this changed. Exporting Data to Item Field in Sage Intacct For our Sage Intacct cus

January 2023

Published August 6th, 2025 by Rafi Mubarak

Exporting Bills to Xero with Awaiting Approval or Awaiting Payment Status Currently, ProSpend creates all the bills in Xero in Draft status. We can now change this, so all the bills can be created in either Awaiting Approval or Awaiting Payment status. Please reach out to us if you want this changed. Copying Claimants in Approval Reminders There is

December 2024

Published August 4th, 2025 by Rafi Mubarak

Update Workflow and Apply to Not Submitted and Rejected Claims Previously, the updates made to an Approval Workflow will not apply retroactively. With this new functionality when updating an existing workflow the interface will prompt the Admin User making the update to choose if they would like to apply this to existing Not Submitted and Rejected C

September 2024

Published August 5th, 2025 by Rafi Mubarak

Header Cost Centre Field We have introduced an option to add cost centre field in the header section. This field will be available for all the claim types. When a claim is created, this field will be defaulted to the default cost centre of the claimant. Expense Cost Centre User Permissions The claimant can choose any other cost centre in the header

June 2024

Published August 5th, 2025 by Rafi Mubarak

Changes to Access All Purchase Orders Checkbox When user permissions functionality is enabled on a site, previously the Access All Purchase Orders checkbox was shown in two places - On the user profile page On the user permissions page We have now made a change to remove the Access All Purchase Orders checkbox on the user profile page to avoid any c

April 2024

Published August 5th, 2025 by Rafi Mubarak

Export Job G/L Journals and General Journals to Business Central Previously, a credit card claim could be exported as either a general journal or a job G/L journal but not both. We now have an option to export a claim as both journals. Expenses without jobs and job tasks will be exported as general journals and expenses with jobs and job tasks will

Exporting Claims

Published August 9th, 2025 by Rafi Mubarak

Export Claims Once the approver has approved the claims, they can be exported to your finance system. This process can be done by the Admin/Payer in two easy steps: Update the approved claim/claims. Export the updated claim/claims to your ERP system. Step 1 - Update Claims To update the claims, select ‘Update Claims’ under CLAIMS section on the ho

Virtual Cards

Published August 7th, 2025 by Rafi Mubarak

A virtual card has all of the same information as a physical card - card number, CVV, expiry, the account it is linked with etc - but instead of being printed on a card, it's made available digitally. This allows for increased speed, security and usability. Linking a Wise Business Profile to ProSpend ProSpend can integrate with your Wise Business Pr

Physical Cards

Published August 7th, 2025 by Rafi Mubarak

This article covers in detail the changes we are making to our system to introduce physical cards. This article is written to build on top of your understanding and knowledge of how our virtual cards work. So it covers what is changing to accommodate physical cards. To know more about how virtual cards work, please click below. Physical vs Virtual P

Uploading Receipts and Invoices

Published August 8th, 2025 by Rafi Mubarak

There are a few different ways that receipts can be uploaded to ProSpend By far the easiest, is snapping them with your iPhone or Android device via the ProSpend app. Email receipts directly into your document vault for scanning - this is great for email receipts you receive. The final way is to directly upload receipts through the expenses page o

Tax Codes

Published August 9th, 2025 by Rafi Mubarak

Tax codes can be system defined based on the client's requirements . There are three mainly used categories: GST on Expenses (10%) GST Free Expenses (0%) User Defined (User to enter GST manually) However, for clients who deal with international entities, different tax codes can be setup. Go to Main Menu > Setup > Tax Codes Click on Add Tax Cod

Digital Receipts

Published August 8th, 2025 by Rafi Mubarak

Digital Receipts is the ultimate hands free way of getting receipts into expense report. For employees when they get out of a taxi, book an airfare, check out of a hotel or drop off their hire car, their receipt will simply turn up in their receipt vault. ProSpend's digital receipt module sends the receipt directly to the employees portal and can ei

August 2022

Published August 6th, 2025 by Rafi Mubarak

User Notification Preferences for Bank Account Details Validation Emails Earlier this year, we released our bank account details validation feature in our AP module. Please click on the button below for more information on this - We have now introduced 3 new user notification preferences related to this feature, so you have control over who receive

July 2022

Published August 6th, 2025 by Rafi Mubarak

Smart Update Changes Previously, the Smart Update function was under the Actions menu on the claim screen for claimants. This function is used to bulk update multiple or all expenses or items in a claim with a category, cost centre, activity code, project group code and/or project code. We have now added a button for this Smart Update function on th

Xero API

Published August 9th, 2025 by Rafi Mubarak

How to connect your ProSpend to Xero? Login as admin, click on Setup and click on Integrations. Click on Connect to Xero. Login to your Xero account, choose the organisation that needs to be connected to ProSpend and click on Allow access. Your Xero organisation is now connected to ProSpend. This is indicated by the “Connected” status in the Integra

Bank Account Details Validation

Published August 9th, 2025 by Rafi Mubarak

Bank account details validation adds an additional layer of security to our AP Automation module by verifying supplier bank details before paying. By enabling this feature, the system extracts bank details from the invoices and validate them against the bank details setup in the supplier profiles. Bank Account Details Extracted from the Invoice Mat

December 2023

Published August 5th, 2025 by Rafi Mubarak

Sage Intacct - Project Cost Types Sync and Export Sync For our clients using Sage Intacct - Construction edition, we now have an option to sync project cost types from Sage Intacct in to ProSpend. The cost types within each project will be created as cost codes in ProSpend. Cost types can only be synced into ProSpend if both projects and tasks are b

November 2023

Published August 5th, 2025 by Rafi Mubarak

Changes to App Header Support Button We have replace the question mark icon with support button in the app header. The functionality remains the same as before - If the user has access to admin and/or payer roles, they will see 2 options when they click on Support - Knowledge Base - clicking on this will take the user to ProSpend's help site. Cont

PO Number and PO Date Columns on Claim Search Screen

Published August 4th, 2025 by Rafi Mubarak

We are adding 2 new columns and 1 new filter on our Claim Search screen for claimants, approvers, payers and admins. Columns PO Number PO Date Filter PO Number The PO Number and the PO Date columns will always appear on the Claim Search screen unless the claim type filter is set to a claim type that is not Purchase Order. In that case, the system wo

October 2023

Published August 5th, 2025 by Rafi Mubarak

Prefix and Sequential Numbering for Purchase Order Numbers Prefix There is now an option to set a prefix for purchase order numbers. For example, the PO numbers can be PO12, PO223, etc. This prefix will be the same for all purchase orders in a database. It cannot be a different one for each category or entity. If you require a prefix, you will also

Azure User Sync

Published August 4th, 2025 by Rafi Mubarak

ProSpend can sync user details from Azure using SCIM Provisioning. The client needs to create an app in Azure. ProSpend will provide instructions on how to do this. Once provisioning is enabled, every 40 minutes Azure will send user details for all the users updated in the previous 40 minutes. New Users If a user profile is active in Azure, the bloc

November 2024

Published August 4th, 2025 by Rafi Mubarak

Move Expense Lines For Credit Card claims, Claimants are required to complete every expense line before they can submit the claim for approval. If one of the expenses is incomplete, or is missing the receipt, Claimants are unable to submit their claims, and it holds up the reconciliation process when Payer/Admin Users cannot finalise claims for pay

April 2022

Published August 6th, 2025 by Rafi Mubarak

Change in "Include in ABA" Label and Available Options Previously, in the supplier setup, there was a field called "Include in ABA". This has now been changed to "Bank Account Details". The available options within this field were "Yes" and "No", and the default option was "No" which means that the system didn't force the user to enter the bank deta

June 2022

Published August 6th, 2025 by Rafi Mubarak

Updates to Budget Module ProSpend’s budgets module drives increased visibility for end-users and decision makers. As it were, users could set up budgets only by Category, Cost-Centre and Expense Type. With this release, users will also be able to set up budgets by the Project Group, Project ID and Activity Code dimensions. The change rolled out wi

Receipt scanning

Published August 9th, 2025 by Rafi Mubarak

ProSpend offers Optical Character Recognition (OCR) technology to scan documents and extract the data. This is a great time saver for our users when taking a photo of a receipt from our mobile app. You just snap it and save to the vault and our 'machine' will take it from there. But the machine can only return a good result if the photo you took was

March 2024

Published August 5th, 2025 by Rafi Mubarak

Include Category Names in the PO Approved Email Notifications to Suppliers Currently, ProSpend includes the database (company) name in the purchase order approved email notifications to the suppliers. There is now an option to show the category name instead of the database name in that email. Please reach out to us if you want this setup in your Pro

August 2023

Published August 5th, 2025 by Rafi Mubarak

Option to Configure Dates and Due Dates for Xero Exports ProSpend now has an option to configure dates and due dates for Xero exports, so you can choose to export date of export, claim date, etc as dates or due dates for the bills that get created in Xero. This can be different for reimbursements, credit card claims and supplier invoices. Please rea

May 2022

Published August 6th, 2025 by Rafi Mubarak

Bank Account Details Validation We've recently added Bank Validation to our AP Automation module, adding an additional layer of security by verifying supplier details before paying. By enabling this feature, the system extracts bank details from the invoices and validate them against the bank details setup in the supplier profiles. Bank Account Deta

Cash claims

Published August 8th, 2025 by Rafi Mubarak

Create a new claim on the desktop When logging into ProSpend, your default view will be the “My Spend” Role where you'll be able to create a Cash or Reimbursement Claim from the left: From this screen you'll need to enter he Date range the Claim is intended to cover, and the click “Save” to generate the Claim ID and allow you to being adding the ind

A refreshed, cleaner, and more intuitive ProSpend interface

Published August 4th, 2025 by Rafi Mubarak

Discover ProSpend’s refreshed interface. A sleek, modern update that’s all about making your experience cleaner, faster, and easier on the eyes. Enjoy a simplified layout, improved readability, and a more consistent look and feel - all designed to make your day-to-day experience smoother and more intuitive. This isn’t a new feature release. It’s a

Purchase Orders

Published August 8th, 2025 by Rafi Mubarak

From your portal you can create an purchase order and send this to your Approver. Once approved your purchase order will be sitting in your portal as Approved and will be valid for matching to the incoming invoice from the Supplier. From your portal, click on Purchase Order. Create new PO request A new purchase order request is launched for you. Yo

User Permissions

Published August 9th, 2025 by Rafi Mubarak

The user permissions section provides an option for the admin to restrict the users to certain categories or cost centres when they are doing their expenses, the purchase orders or the supplier payments. This section can also be used to enable export reports for certain claimants. Expense Categories and Expense Cost Centres These will be used to re

Supplier Invoices with PO Matching

Published August 8th, 2025 by Rafi Mubarak

Purchase order matching If your company is using the ProSpend Purchase Order module, when the invoice is scanned we will look for a purchase order number. If found, we will match the purchase order to the invoice. If there is no match you are able to search for all purchase orders for this supplier and match. Until a purchase order is matched you wi

Approvals

Published August 8th, 2025 by Rafi Mubarak

As an Approver your primary task within ProSpend will be to review and then Approve or Reject any Claims that are sent to you for Approval by the Claimants within your organisation. Review Claim If you are on your desktop, you can switch the role to My Approvals which will then display the Claim Search report showing any claims that are pending you

Mobile Claims

Published August 8th, 2025 by Rafi Mubarak

With ProSpend mobile, you can Capture receipts Create a reimbursement claim and submit for approval Edit credit card claims and submit for approval Create Purchase Orders and submit for approval Approvers can approve any claims Getting started As a new user in ProSpend you will receive a welcome email. Included in this email will be:- Links to do

How to create users

Published August 9th, 2025 by Rafi Mubarak

Users ProSpend has four different types of users and their role and levels of access are pre-configured and maintained by the Company Administrator. Administrator - A person who maintains the database on behalf of the company. Claimant - A person who makes a claim. Approver - A person who approves expenses for nominated claimants. Payers - A person

Credit card import

Published August 8th, 2025 by Rafi Mubarak

Credit card claims can be automatically created for your employees with one hassle free process. ProSpend can use many different file formats provided by the credit card companies or via Bank online portals. The file is uploaded into ProSpend and integrates with the corresponding cardholder’s ProSpend account. How to import credit card statements St