EventR Expense Guide
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.
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.
Expense Tracking Modes
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Requirements for Using Expenses
To access and use expense functionality, the following conditions must be met:
1. Organisation Settings
- The Expense Tracking mode in the organisation settings must be set to 'Personal' or 'Approval:
2. User Permissions
- The user must be assigned the “Add Expenses” permission within their role.
3. Subscription Tier Access
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.
| ! Approval workflow access | | | -------------------------- | - | | 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;" | ✔ | | } | |
Access by User Type
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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You can manage your own personal expenses by pressing the Expense icon on the home page. |
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This takes you to a page displaying a list of your expenses. From here, you can add a new expense using the plus button in the bottom right corner, or view, edit, or delete existing expenses by selecting them from the list. |
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When an expense is submitted with an image, it is processed by EventR AI to automatically extract relevant details. Once this process is complete, the AI Bobbin will appear on the expense card in the list view. 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. |
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Manage Expenses from the ECH
To view existing expense submissions for your organisation, navigate to the ECH User Screen and select the 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.
