The expenses module in AutoEntry - approvers and bookkeepers’ actions

Approvers Actions 

As an Approver in AutoEntry, you are required to approve the expenses submitted by your employees in line with the timings agreed with your Spondoo Accountant. Without performing this approval step, your Spondoo Bookkeeper will not be able to see the expenses reports to be pushed across to Xero, QuickBooks or Sage. 

There are two levels of approvers in AutoEntry: 

• Standard Approver – approve/reject expense reports submitted to them by submitters.  
• Edit Before Approval – An added level to the approver, where you can edit submitted reports before approval. They can edit figures/data, remove receipts, split expenses, and mark expenses as reimbursable or not.  

 Below we have attempted to detail what you need to do as an Approver within AutoEntry. 

When all the expenses are added to a report – they are sent for approval. 

The approver then logs into their AutoEntry account and goes to Review: 

From here, they then APPROVE the report to payment: 

The approver can approve or reject the report. Accepting sends the approved expense report to the main Purchases Inbox for the Spondoo or internal bookkeeper to publish to your accounting software. Contrarily, a rejected report is returned to the submitter as unapproved.  

Bookkeepers Actions 

Note – if you using the Spondoo Bookkeeping Service, this will not be performed by your internal team, but it is still good to know what we are doing. If you are performing the bookkeeping internally, please ensure that your appointed bookkeeper understands their responsibilities within this section. Once the report is approved, AutoEntry converts the report to an expense report that behaves like a purchase invoice – with the individual expenses listed as line items. All expenses within the expense report will flow through to the Purchases folder in the Purchases inbox ready for Spondoo or internal bookkeepers: 

These reports will appear as a formal report with the Submitters name as well as the approvers: 

 Spondoo bookkeepers will then push this report through to the Bills to Pay section within Xero, QuickBooks or Sage. 

Are you an employee/submitter? Click here to see what you must do. Feel free to contact us for accounting and bookkeeping services, as well as further assistance with Autoentry.