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EventR Expense Guide: Difference between revisions

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EventR supports two types of expenses: '''Distance''' and '''Standard'''. Distance expenses are used to record travel, allowing you to track journeys made by car, van, bicycle, or other modes of transport. Standard expenses cover all other types of spending. Together, these options provide a simple and flexible way for users to record and manage their expenses within the app.
{{Infobox Feature
| name = Expenses
| image = ExpenseFeature.jpg
| version = 3.0.0
| tier = Plus, Standard, Premium and Enterprise
}}
 
== Overview ==
EventR provides functionality for recording and managing expenses across the EventR ecosystem. We support two types of expenses: '''Distance''' and '''Standard'''. Distance expenses are used to record travel, allowing you to track journeys made by car, van, bicycle, or other modes of transport. Standard expenses cover all other types of spending. Together, these options provide a simple and flexible way for users to record and manage their expenses.


== Accessing Expenses ==
== Accessing Expenses ==
Gaining access to Expenses in EventR is controlled through a combination of organisation settings, your subscription tier, and assigned permissions. The available functionality depends on how expense tracking is configured and what level of access the user has.
Gaining access to Expenses in EventR is controlled through a combination of organisation settings, your subscription tier, and assigned permissions. The available functionality depends on how expense tracking is configured and what level of access the user has.
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==== Expense Tracking Modes ====
* '''Personal''': Expenses are managed exclusively within the EventR Team App on a by user basis.
* '''Approval''': Provides full access to the expense approval process within the ECH.
* '''Disabled:''' Expenses are disabled for the organisation.


| style="width:40%; vertical-align:top; text-align:right;" |
[[File:ExpenseTrackingMode.png|thumb|Expense Tracking Mode options in organisation settings|300x300px]]
|}
=== Requirements for Using Expenses ===
To access and use expense functionality, the following conditions must be met:
To access and use expense functionality, the following conditions must be met:


==== 1. Organisation Settings ====
==== 1. [[Expense tracking modes|Expense tracking mode]] ====


* The Expense Tracking mode in the organisation settings must be set to 'Personal' or 'Approval:
The mode must be set to 'Personal' or 'Approval'.


==== 2. User Permissions ====
==== 2. User Permissions ====


* The user must be assigned the '''“Add Expenses”''' permission within their role.
The user must be assigned the '''“Add Expenses”''' permission within their role. This can be found inside the admin section on the permissions tab.


==== 3. Subscription Tier Access ====
==== 3. Subscription Tier Access ====
Access to expense features also depends on the user’s subscription tier:
Access to expense features also depends on the user’s subscription tier:
* '''Team users'''  No access to expense permissions.
* '''Plus members'''  Can access personal expenses only.
* '''Standard members'''  Can access personal expenses only.
* '''Premium members'''  Can switch between personal expenses and approval.
* '''Enterprise members'''  Can switch between personal expenses and approval.
=== Subscription tier access ===
The availability of expense features depends on the user’s subscription tier:


{| class="wikitable"
{| class="wikitable"
|-
|-
! User tier
! User tier
! Personal expenses
! Personal  
! Approval workflow access
! Approval
|-
|-
| Team
| Team
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|}


 
== Expenses in [[EventR Team Guide|EventR Team App]] ==
=== Access by User Type ===
{| style="width:100%; margin:auto;"
'''Team'''  - Do not have access to expense permissions.
 
'''Plus''' - Can access personal expenses only.
 
'''Standard''' - Can access personal expenses only.
 
'''Premium''' - Can switch between personal expenses and approval workflows.
 
'''Enterprise''' - Can switch between personal expenses and approval workflows.
 
# '''Premium or Enterprise Access'''  You must be an [[Premium]] or [[Enterprise]] user. This feature is not available for other tiers.
# '''Expense Tracking Enabled'''  The admin setting '''“Enable expense tracking for users in the EventR App”''' must be turned on for your organisation.
# '''Permissions Granted'''  You must have the '''“Add Expenses”''' permission assigned to your user role.
 
 
 
'''Manage Expenses from [[EventR Team App]]'''
 
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[[File:EXPENSE 3.jpg|thumb|250px|Expense list page]]
[[File:EXPENSE 3.jpg|thumb|250px|Expense list page]]
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Selecting the expense from the list will take you to the edit page, where the AI-generated information is displayed. You’ll then have the option to update the expense using these suggested details.
Selecting the expense from the list will take you to the edit page, where the AI-generated information is displayed. You’ll then have the option to update the expense using these suggested details.


| style="width:40%; vertical-align:top;" |[[File:EXPENSE 5.jpg|thumb|250x250px|Expense card with AI Bobbin]][[File:EXPENSE 6.jpg|thumb|516x516px|AI Expense Review]]
| style="width:40%; vertical-align:top;" |[[File:Edit Expense.png|thumb|543x543px|Expense list page]][[File:EXPENSE 5.jpg|thumb|250x250px|Expense card with AI Bobbin]][[File:EXPENSE 6.jpg|thumb|516x516px|AI Expense Review]]


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'''Manage Expenses from the [[EventR Enterprise Coordinator Hub Guide|ECH]]'''
== Expenses in [[EventR Enterprise Coordinator Hub Guide|ECH]] ==
 
To view existing expense submissions for your organisation, navigate to the [[ECH User Screen]] and select the [[EventR Enterprise Coordinator User Expenses tab|User Expenses tab]]. Here, you’ll see a table displaying all expenses for the currently selected itinerary. From this view, you can update the status of each expense, allowing you to approve or reject submissions as needed.
To view existing expense submissions for your organisation, navigate to the [[ECH User Screen]] and select the [[EventR Enterprise Coordinator User Expenses tab|User Expenses tab]]. Here, you’ll see a table displaying all expenses for the currently selected itinerary. From this view, you can update the status of each expense, allowing you to approve or reject submissions as needed.
[[File:EXPENSES 4.png|thumb|945x945px]]
[[File:EXPENSES 4.png|thumb|945x945px]]
[[Category:3.4.1]]
[[Category:3.5.0]]
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