EventR Expense Guide

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

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 expense functionality, the following conditions must be met:

1. Expense tracking mode

This can be found in the organisation settings on the ECH and has the following options:

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.

Expense Tracking Mode options in organisation settings

The mode must be set to 'Personal' or 'Approval'.

2. User Permissions

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

Add Expense permission on permissions tab

3. Subscription Tier Access

Access to expense features also depends on the user’s subscription tier:

User tier	Personal expenses	Approval workflow access
Team	❌	❌
Plus	✔	❌
Standard	✔	❌
Premium	✔	✔
Enterprise	✔	✔

Expenses in EventR Team App

You can manage your own personal expenses by pressing the Expense icon on the home page.

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.

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.

Expenses in 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.