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

Getting started

• Links to download   
• Your company id
• Links to our help site

Add a receipt

Your home page will list all of your receipts in your vault that are NOT attached to an expense line.

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, or 

• Add to Claim - Create a claim on the go

Add to a claim

If this receipt is for a Reimbursement claim you can create a new claim or add it to an existing claim.

Then click on Add to Claim. Choose to create a new claim or add to an existing claim. The expense line is created and the receipt scanning process starts.

Complete the mandatory fields

• Choose the expense type
• Complete the mandatory fields. 

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 and if you're adding an employee you will be able to choose the name or if you're adding a client or other, you will be able to fill in their name.  

Click Add and continue for as many guests/recipients required.

If you're adding same group of people regularly, you can even save groups. Once you have added the recipients for the first time, you can click on Save and name the group.

To load the group next time you're on the add recipient screen, click on Add an Employee Group, choose the recipient type (only for employees), tick any saved group or cost centre and all the employees and clients will be loaded.

Once the recipients have been added, the total number of recipients will be shown on the expense screen.

Number of recipients

To do 

On the claim screen, these FBT related expenses will be marked with a "F" icon.

Split an expense

An expense can be split as below:-

• Category
• Cost centre
• Expense type
• Tracking code
• Amount, percentage, part personal
• GST 

• A different description can be added for each split
• Multiple split lines can be added.
• A Split equally button can be used to allocate the amount across all of the split lines equally.       

Add notes

You can add notes to any claim.

Claim screen

On the claim screen, you can see the your name, claim status, claim description, claim period, approvers, list of expenses and the total amounts.

For all the expenses, you can see the expense type name, supplier name, tracking codes, description and the total expense amount.

When the expenses are reassigned to a different category and cost centre from your default, you will see the category and the cost centres name along a "R" icon.

Submit claim

When all expenses lines are complete, the Submit button is enabled.  

Deleting receipts and expenses

You can delete an expense from the expense edit screen and the receipt is moved back to your receipt vault in case you need to use it again.

You can delete a receipt from the receipt vault.  It will be deleted permanently.

Mobile App - Only Unlinked Receipts are Shown When Adding a New Expense in a Cash Claim

When a user adds an expense within a cash claim on the mobile and tries to choose a receipt from the vault, the system will now show only the receipts that haven’t been linked to any expense.

Mileage expenses on the mobile

Credit cards on the mobile

Purchase orders on the mobile

Approvals on the mobile