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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
}}


Personal expenses means you can only manage them on the EventR Team App
== 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.


Approval gives you access to the full approval workflow on the ECH
== 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.


To access and use the expense functionality, the following requirements must be met:
To access and use expense functionality, the following conditions must be met:


Team users do not have access to permissions.
==== 1. [[Expense tracking modes|Expense tracking mode]] ====


Plus members only get access to personal expenses
The mode must be set to 'Personal' or 'Approval'.


Standard members only get access to personal expenses
==== 2. User Permissions ====


Premium members can switch between personal and approval expenses
The user must be assigned the '''“Add Expenses”''' permission within their role. This can be found inside the admin section on the permissions tab.


Enterprise members can switch between personal and approval expenses
==== 3. Subscription Tier Access ====
Access to expense features also depends on the user’s subscription tier:


# '''Premium or Enterprise Access'''  You must be an [[Premium]] or [[Enterprise]] user. This feature is not available for other tiers.
{| class="wikitable"
# '''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.
! User tier
 
! Personal
 
! Approval
 
|-
'''Manage Expenses from [[EventR Team App]]'''
| Team
| style="text-align:center;" | ❌
| style="text-align:center;" | ❌
|-
| Plus
| style="text-align:center;" | ✔
| style="text-align:center;" | ❌
|-
| Standard
| style="text-align:center;" | ✔
| style="text-align:center;" | ❌
|-
| Premium
| style="text-align:center;" | ✔
| style="text-align:center;" | ✔
|-
| Enterprise
| style="text-align:center;" | ✔
| style="text-align:center;" | ✔
|}


{| style="width:80%; margin:auto;"
== Expenses in [[EventR Team Guide|EventR Team App]] ==
{| style="width:100%; margin:auto;"
|-
|-
| style="width:60%; vertical-align:top;" |
| style="width:60%; vertical-align:top;" |
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| style="width:40%; vertical-align:top;" |
| style="width:40%; vertical-align:top;" |
[[File:EXPENSE 3.jpg|thumb|250px|Expense list page]]
[[File:EXPENSE 3.jpg|thumb|250px|Expense list page]]
|-
|-
| style="width:60%; vertical-align:top;" |
| style="width:60%; vertical-align:top;" |
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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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