PrevarroHelp

Expenses and receipts

Capture receipts, claim back what you paid yourself, and approve and reimburse your team's claims.

This article is being updated.

Expenses is where your business records spend that doesn't go through a purchase order. It shows by default for every business. Someone who can change modules can hide it in Settings → Modules.

The page opens on My receipts. If your role can see the team's receipts, you also see Team view. If your role can approve claims, you see Approvals. If your role can configure Expenses, a Settings pill sits at the end of the row.

Add a receipt

  1. Go to Expenses and select Add receipt.
  2. Under Paid by, choose Personal if you paid and need paying back, or Company for a company card or direct payment.
  3. Attach the receipt. Select the upload area to add a photo or a PDF, up to 10 MB each and up to 5 pages. Use + Page for a receipt with more than one page, and Replace to swap a page.
  4. Fill in Supplier / Merchant, Date and Total amount. You can also link one of your suppliers under Saved supplier.
  5. Check the tax. The tax field takes the name of your business's default tax rate (it reads Tax if there isn't one), and it's worked out from that rate. Change it if the receipt differs, or enter 0 for tax-free items.
  6. Add a Description, and pick a Category if you like. If your role can see jobs, pick the Job the spend was for, or leave it Not assigned.
  7. Select Save receipt, or Save & Add Another to capture the next one straight away.

Until everything required is filled in, the window lists what's Still needed:. If your business requires a receipt photo, you can't save without one. If your business has no default tax rate yet, the window says so and receipts can't be saved until the owner sets one in Settings → General.

If a save stops part way, My receipts shows the receipts not saved yet. Select Resume to finish one, or Discard to drop it.

Your receipts

My receipts shows your own receipts for the month you pick. Move between months, or pick a range. The first tile is named for the month, or Range when you've picked one, and shows that period's total before tax and how many receipts you captured. Pending approval and Awaiting reimbursement show all your claims still waiting, whatever period you pick.

Select a receipt to open it. The image sits beside the fields, and you can zoom, rotate and page through it. Changes save as you go. Below the fields you can add Notes, tags and any custom fields your business uses, leave Comments, and open the receipt's Activity.

To delete a receipt, use Delete on its row or in the open receipt. Tick several to delete them together, or to give them a job with Assign job. A receipt in a submitted, approved or reimbursed claim can't be changed or deleted.

If your role can only view Expenses, you can open your receipts but not add or change them.

Claims

A Company receipt is just recorded. A Personal receipt goes into a claim so you can be paid back.

While a claim waits for approval, its receipts are locked. Select Withdraw claim, then Confirm withdraw, to take it back and edit it.

If a claim is rejected, the open receipt shows the reason. Make your changes and select Resubmit claim. When a claim is approved it shows as awaiting reimbursement, then Reimbursed once someone records the payment.

Team view

Team view lists your team's receipts for the month. My team shows people whose claims come to you for approval. All shows everyone's. You can narrow the list by status and by Members.

You can open a team member's receipt to read it, but only its owner can change it. If your role can submit claims for the team, you can also:

Approve and reimburse claims

If your role can approve and reimburse claims, Approvals has a badge counting the claims waiting on you.

  1. Go to Expenses → Approvals. Pending shows the claims waiting on you.
  2. On a claim's row, select Approve or Reject. A rejection needs a reason, which the person who claimed sees.
  3. Or select a claim to open its receipts and work through the queue. While more claims follow, the buttons read Approve & Next and, after you give a reason, Reject & Next. On the last claim they read Approve and Reject.

Approved claims show under Approved. Once you've paid the person back outside Prevarro, select Reimburse to record it. Prevarro doesn't move the money itself. Working through approved claims, the button reads Reimburse & Next while more follow.

You can still Reject an approved claim until it's reimbursed. If your approval chain lets only the person who approved it reopen it, Prevarro refuses with This claim's approval chain lets only its approver reopen it.

To decide several at once, tick them. Approve all shows when every claim you've picked is submitted, and Reimburse all when every one is approved. Reject all asks for one reason for them all.

Select All, Submitted, Approved, Rejected or Reimbursed to look back month by month. You can search, and narrow the list with Members.

Who approves each claim follows your business's approval routing. See Approvals for setting up chains and delegating while you're away.

Expenses settings

If your role can configure Expenses, the Settings pill holds: